HEALTH & SAFETY

GENERAL POLICY STATEMENT

 

 

Responsibilities and Arrangements of

 

 

Open Mike Productions Ltd

3rd Floor

Hammer House

113 – 117 Wardour St

London

W1F 0NU

 

 

 

 

Date of Policy / Revision

 

 

Revised    03/07/2015

 

Revised   11/07/2019

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.0     General Policy Statement 5

2.0     Roles & Responsibilities_ 6

2.1    Managing Director 6

2.2    Head of Production_ 7

2.3    Office Manager 8

2.4    Company Safety Advisor 8

2.5    Producer 9

2.6    Line Producer and/or Production Manager 10

2.7    Production Coordinator 11

2.8    Location Manager 12

2.9    Director (Production) 12

2.10   First Assistant Director 13

2.11   Production Designer 14

2.12   Floor Manager 14

2.13   Audience Coordinator 15

2.14   Production Electrician (Gaffer) 16

2.15   All Employees_ 16

2.16   All Self – Employed Persons_ 17

2.17   Contractors_ 17

3.0     H&S Structure chart 19

4.0     Health and Safety Management Arrangements 20

4.1    Accident, Near Miss Investigation & RIDDOR Reporting_ 20

4.2    Arrangements for Planning and Implementing Policy_ 22

4.2.1         Strategic Planning_ 22

4.2.2         Production Planning_ 22

4.3    Communication_ 22

4.4    Competence_ 23

4.4.1         Capabilities and Training_ 23

4.5    Co-Operation and Consultation_ 24

4.6    Disciplinary Procedure_ 25

4.7    Document and Data Management 25

4.7.1         Health and Safety Documentation Storage Limitation_ 25

4.8    Health Surveillance and Promotion_ 26

4.9    Insurance_ 26

4.10   Monitoring_ 26

4.11   Review_ 26

4.12   Risk Assessment 27

4.13   Supervision_ 27

5.0     A-Z of Hazards and Risk Control Measures 28

5.1    Alcohol 28

5.2    Animals_ 28

Licence Conditions_ 29

5.3    Asbestos_ 29

5.4    Audiences / Public_ 31

5.5    Catering & Food Hygiene_ 31

5.6    Children_ 31

5.7    COSHH (Control of Substances Hazardous to Health) 32

5.8    Confined Spaces_ 33

5.9    Construction Design and Management 33

5.10   Contractor Management 35

5.11   Dangerous Machinery_ 36

5.12   Disabilities_ 36

5.13   Display Screen Equipment 36

5.14   Driving_ 37

5.15   Drones_ 37

5.16   Drugs_ 39

5.17   Electrical Safety_ 40

5.18   Emergency Procedures_ 41

5.19   Fatigue_ 41

5.20   Fire_ 41

5.20.1        Fire - Office Premises_ 41

5.20.2        Fire – Production_ 42

5.20.3        Fire – Lithium Batteries_ 42

5.20.4        Fire Wardens_ 42

5.21   First Aid_ 42

5.22   Flying_ 44

5.23   Gas Safety_ 45

5.24   Heights_ 45

5.25   Home Working_ 46

5.26   Lifting Operations and Lifting Equipment (LOLER) 46

5.27   Lighting Grids_ 46

5.28   Locations_ 47

5.29   Lone Working_ 47

5.30   Manual Handling_ 47

5.31   Night Work_ 47

5.32   Noise_ 47

5.33   Office_ 47

5.34   Overseas_ 48

5.35   Permit-To-Work_ 48

5.36   Personal Protective Equipment (PPE) 48

5.37   Pregnant Workers_ 49

5.38   Pressure Systems_ 49

5.39   Props and Practicals_ 49

5.40   Radiation_ 49

5.41   Rehabilitation_ 50

5.42   Road Safety_ 50

5.43   Scaffolding_ 50

5.44   Security_ 50

5.45   Self-Operating Directors_ 50

5.46   Smoking_ 52

5.47   Special and Visual Effects_ 53

5.48   Stress and Mental Health_ 53

5.49   Stunts_ 54

5.50   Studios_ 54

5.51   Violence_ 54

5.52   Visitors_ 55

5.53   Weapons_ 55

5.54   Work Equipment 55

5.55   Water Management - Legionella_ 56

5.55.1        Water – Filming On_ 57

5.56   Welfare / Work Environment 57

5.57   Young Persons_ 57

6.0     Annex 1 – health & safety production plan checklist 58

7.0     Annex 2 – General Risk Assessment Guideline_ 59


 

1.0         General Policy Statement

 

Open Mike Productions Ltd (the Company) recognises its health and safety duties under the Health and Safety at Work etc. Act 1974 and all related health and safety legislation. To this end the Company has appointed and nominated the Managing Director, to be responsible for health and safety. The Managing Director will periodically review arrangements for managing for health and safety in light of any organisational changes and liaise with the appointed Safety Advisor wherever necessary. This will keep the Company updated on any new relevant legislation and will ensure complete compliance with our legal obligations.

 

In recognition of its duties to report serious accidents, incidents and occupational diseases the Company has instituted a system for notifying the Enforcing Authorities as appropriate. This supplements the statutory duty to keep records and an Accident Book (loose leaf forms) that are available for inspection by an Enforcement Officer.

 

Specifically, compliance with all health and safety legislation means that the Company will:

 

·       Provide and maintain a safe place of work, a safe system of work, safe appliances for work and a safe and healthy working environment.

·       Provide clear instructions and information, and adequate training, to ensure employees are competent to do their work

·       Ensure safety and the absence of health risks in conjunction with the use, handling, storage and transportation of articles and substances.

·       Prevent accidents and cases of work-related ill health by managing the health and safety risks in the workplace through the progressive identification and assessment of risks, and their elimination or control

·       Provide employees with health surveillance where necessary.

·       Appoint competent personnel to ensure compliance with statutory duties.

·       Engage and consult with employees on day-to-day health and safety conditions

·       Prominently display the Certificate of Employer’s liability that covers employees for any death, injury or disease arising from their employment with the Company.

 

All workers employed by the Company are required to comply with and co-operate with the Company in its statutory duties.  Failure to comply with health and safety duties, regulations, work rules and procedures may lead to dismissal from employment.

 

We expect all our workers and others affected by our undertakings to respect and adhere to this policy document.

 

 

Signed: 

 

 

 

Andrew Beint Managing Director

 

Date

 

                                                                                       

 

 

 

 

 

 

 

 

 

 

 

 

2.0         Roles & Responsibilities

 

The responsibilities for all staff that perform health and safety duties are defined below.  Every person performing a task is responsible for ensuring that it is carried out in accordance with the documented safe practices and procedures.

 

It is the responsibility of every member of management to ensure that the safety management system is being implemented in their work area.

 

2.1  Managing Director

 

The Managing Director has overall responsibility including development oversight and implementation of the safety management system and works in partnership with The Safety Business Ltd (the Safety Advisors).

 

1

To initiate the Company Safety Policy for the prevention of injury and damage, to decide what the priorities are and identify the biggest risks to address to reduce accidents and work related ill health.

2

To know the requirements of the relevant legislation and ensure they are observed whilst carrying out Company activities.

3

To ensure that all employees receive adequate and appropriate training to enable them to carry out their work safely.

4

To initiate proper reporting procedures in event of injury, damage and loss. Promote action to preclude re-occurrences.

5

Where, reasonably practicable, to analyse accident / incident trends.

6

To discipline any employee (including operatives (direct labour) and sub-contractors) failing to discharge satisfactorily their responsibilities regarding health and safety.

7

To encourage the distribution of relevant safety information to all persons concerned and promote communication of issues throughout the company.

8

To ensure that sufficient funds and facilities are made available to meet requirements of Company Safety Policy.

9

To promote and maintain the Company’s on-going determination to improve its safety performance in Health, Safety and Welfare and to challenge unsafe behaviour in a timely way.

10

To ensure Health and Safety is discussed and points actioned at executive level.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2.2  Head of Production

 

The Head of Production is responsible for implementing and enforcing the Health and Safety Policy and associated arrangements at production level.  

 

1

To Implement this Policy  as it relate to Productions

2

Give routine and on- going feedback on production related health and safety to the Managing Director  and bringing to their immediate attention notified shortfalls that have a corporate interest.

3

Act as a point of contact for and monitor Producers, Production Managers on production safety related issues.

4

Ensure that Producers and Production Managers have a complete health and safety induction and understand their health and safety contractual responsibilities.

5

Carry out visits to production sites to check and monitor health and safety performance as necessary and appropriate.

6

Ensure that Producers and Production Managers etc.

·       Prepare and maintain a health and safety file (online record) relevant to their production that includes risk assessments and other records as necessary so they can be easily retrieved

·       Have access to health and safety guidelines where available to the Company

·       Have access to PACT pre-vetted contractor list

·       Have an arrangement in place to contact their teams in event of emergency

·       Notified of the contact details of the appointed Health and Safety Advisor

7

To know the broad requirements of relevant Safety Regulations and Codes of Practice.

8

Maintain contact and dialogue with the Health and Safety Advisor.

9

Identify production crew capability and training skill and knowledge as part of contractor management arrangements and by using a variety of sources including the Safety Advisor and professional trade body organisations for example:

 

 

10

Investigate accidents incidents and damage to property plant and equipment in conjunction with the Producer and with assistance from the Safety Advisor as appropriate to production related accident and incidents

11

To request additional funds and resources from the Managing Director as necessary e.g. in an emergency situation.

12

To arrange a debrief post-production review meeting with Producers to identify ways to make improvements.

 

 

 

 

 

 

 

 

2.3   Office Manager

 

The Office Manager is responsible for administrating office related Health and Safety policy and enforcing the policies at office and induction level.

 

1

To Implement this Policy as it relates to  the Office

2

To know the broad requirements of relevant Safety Regulations and Codes of Practice and seek advice from the appointed Health and Safety Advisor where necessary

3

To arrange the storage of materials to avoid any possible hazards

4

To check all office equipment is in good condition and a portable appliance test are carried out and a register is maintained

5

To make sure protective clothing is available and is worn properly

6

To ensure first aid cover and emergency equipment is available in the office and make routine check of the content of the First Aid Kit

7

To liaise with company management and employees in order to maintain office related safe working methods

8

To ensure that the office workplace is well organised and tidy and routine inspections are carried out

9

To report and investigate office related accidents and incidents in line with the company procedures and legal requirements as they relate to the office and to the Health and Safety Advisor as appropriate

10

Identify office contractor capability and training skill and knowledge as part of contractor management arrangements and by using a variety of sources including the Safety Advisor and professional trade body organisations e.g. Gas Safe Register,

11

To monitor office sub-contractors adhere to their health and safety obligations when working in the office and provide risk related information in advance of work e.g. Asbestos Register, Fire Evacuation etc

12

To inform their immediate supervisor if for any reason they are unable to fulfil the above responsibilities

13

Ensure each new starter is thoroughly inducted and issued with and understands the company’s policy manual, safe systems of work and site rules as appropriate

14

Ensure display screen assessments are completed and actions implemented for office display screen users

15

Maintain contact and dialogue with the Health and Safety Advisor.

16

To organise arrange deliver training (induction / other) as necessary for office based personnel.

17

To make routine inspections of the office and take action to rectify shortfalls

18

To oversee PAT testing for office equipment and retain the register.

 

2.4  Company Safety Advisor

 

The Safety Business Ltd has been appointed by the Company as the retained service to provide the competent advice guidance and support

 

The Safety Business Ltd Suite 5, 46 Crawford Street Marylebone London W1H 1JU

Tel 0207 724 4038 Email Bettina@safetybusiness.co.uk

 

1

To assist company management tasked with the implementation of the safety management system with the updating and identification of relevant Health and Safety regulations.

2

To discuss with the Company Management methods of preventing injury to any persons connected with the company and possible improvements in existing working methods that may affect health, safety and welfare.

3

To comply with the terms of the Contract in the provision of Health and Safety Services.

4

To recommend and supply, as required, appropriate training.

5

To act as competent person in accordance with The Management of Health and Safety at Work Regulations 1999 offering competent advice, support and guidance.

6

To investigate, as required, accidents, incidents and near misses where appointed to do so.

7

To advise, as required, on health and safety matters regarding Production and Office Related Risk including contractor management.

8

To accompany Health and Safety Executive (HSE) / Enforcement Inspectors, as required, on any visits and arrange compliance with all recommendations made by them.

9

To assist with monitoring the safety management system in the office and at production level.

 

2.5  Producer

 

The Producer has responsibility for the safe operation of the production and takes any Executive decisions required. On a day-to-day basis this task may be delegated to the Line Producer and / or Production Manager, and help obtained from the Safety Advisor. However, the Producer will always have overall responsibility for the health and safety of the production as a whole.

 

The Producer must ensure that Open Mike Productions Ltd Health and Safety Policy and the Production Health and Safety Plan (See Health and Safety Production Plan Checklist – Annex 1) are properly implemented. Ensure that people given delegated responsibilities are competent to carry them out. The holding of relevant qualifications or attendance at relevant training courses may determine competence.

 

1

Ensure that health and safety requirements are incorporated into the budget and that sufficient resources are supplied for its management.

2

Implement the Production Health and Safety Plan Checklist and monitor this.

3

Ensure that health and safety is a key subject discussed at all relevant production meetings (particularly during pre-production planning) and remain aware of health and safety related feedback from all production-appointed Heads of Department.   

4

Take advice from specialists in order that properly informed decisions may be made about the safe operation of the whole production.

5

Ensure organisations or individuals selected to work on the production competent, take part in training, cooperate with contractor vetting and monitoring arrangements.

6

Ensure that health and safety experience is taken fully into account when the production is crewed.

7

Ensure that he/she is personally competent in risk assessment techniques.

8

Ensure the following 

·       The preparation and maintenance of a health and safety file (online record) relevant to their production that includes risk assessments and other records as necessary so they can be easily retrieved by the Head of Production and the Safety Advisor

·       Refer and implement health and safety guidelines where made available to the production by the Company

·       Have an arrangement in place to contact their teams in event of emergency

9

Ensure that the production is operated under safe and healthy working conditions by completing risk and counter sign risk assessments for all aspects of the production and are sent to the Safety Advisor for approval by the fastest practicable means prior to the activities taking place.

10

Identify production crew capability and training skill and knowledge as part of contractor management arrangements and by using a variety of sources including the Safety Advisor and professional trade body organisations for example

11

Maintain contact and dialogue with the Health and Safety Advisor.

12

Clearly identify who has responsibility for health and safety at the venue, studio or location and temporary electrical supply.

13

Ensure adequate arrangements are in place to effectively deal with ill health, first aid and fire emergency.

14

Have the authority to stop the work and take remedial action where a hazard or defect presents a risk to health and safety, particularly where there is danger to life or limb and bring this to the notification of the Head of Production by the fastest practicable means.

15

Carry out routine monitoring.

16

Investigate accidents incidents and damage to property plant and equipment in conjunction with the Head of Production and with assistance from the Safety Advisor as appropriate.

17

Attend a post-production review meeting to debrief the Head of Production and make recommendations for improvement.

 

 

2.6  Line Producer and/or Production Manager

 

The Line Producer and /or the Production Manager support the Producer to implement their responsibilities on a day-to-day basis as they have more local control of the production and may be present on set more frequently.

 

1

Ensure that health and safety is taken fully into account when the production is scheduled and crewed, and that there are an adequate number of individuals on the production with up to date health and safety training and instruction.

2

Ensure that he/she is personally competent in risk assessment techniques.

3

Ensure as far as reasonably practicable that all persons under his/her control have received adequate instruction to enable them to work safely, protecting themselves, their colleagues, property and plant. This involves circulating copies of risk assessments to all crew members via the call sheet, studio script, circulating health and safety action plans and retaining risk management records. Where appropriate, health and safety inductions may be held for all crew at the outset of production.

4

Ensure that health and safety is a key subject discussed at all relevant production meetings (particularly during pre-production planning) and implement and monitor the Health and Safety Plan.

5

Ensure that the production is operated under safe and healthy working conditions by completing risk assessments seeking assistance from the Safety Advisor.

6

Check that risk assessments have been carried out and that all hazards have been identified and safeguarded against.

7

Ensure proper instructions and information has been given to any persons likely to work with potentially harmful substances or be affected by them, particularly when any substance is used for special effects.

8

Read and implement the information sheets / risk control procedures made available.

9

Ensure effective communication and co-ordination with the person(s) responsible for health and safety at the venue, studio or location throughout the production.

10

Adhere to the Company’s Competent Contractor arrangements and training requirements and attend a pre- production training / briefing session with the Safety Advisor where required to do so.

11

Collate and retain (in electrical format on the Company server) health and safety documentation.

12

Immediately bring to the attention of the Producer, the Safety Advisor and the Head of Production any concerns regarding the health and safety performance of any individual working on the production.

13

Liaise with the relevant Heads of Department to ensure that safeguards and safe methods of operation are properly used and maintained.

14

Have the authority to stop the work and take remedial action where a hazard or defect presents a risk to health and safety, particularly where there is danger to life or limb.

15

Maintain contact and dialogue with the Health and Safety Advisor.

16

Report all accidents and near misses to the Safety Advisor, irrespective of how minor, and bring serious accidents or incidents to their immediate attention and to the attention of the Producer and the Head of Production.

17

Investigate accidents and near misses in order to take proper preventative action and ensure as far as possible that circumstances are not repeated.

18

To ensure first aid cover and emergency equipment in accordance with first aid need assessment is arranged and provided for each production

19

Ensure that adequate supervision is available at all times, particularly where young (under 18 years of age) or inexperienced workers are concerned, and that all persons are encouraged to act safely and have general awareness of health and safety matters.

20

Carry out routine monitoring.

 

 

2.7  Production Coordinator

 

The Production Coordinator acts as a health and safety administrator to the Production Manager and/or Line Producer. The role is also to oversee the adherence to the H&S Production Plan and the distribution of health and safety documentation for the production. If there is not a Coordinator allocated to a production, these responsibilities revert to the Production Manager.

 

1

Coordinate contractor-vetting arrangements to ensure that all relevant documentation is requested from and received from contractors, and subsequently approved by the Safety Advisor.

2

Maintain H&S Production records online to ensure that they are completed and up to date.

3

Ensure that all appropriate risk assessments are requested, completed and approved by the Safety Advisor, then distributed to all necessary persons and retained electronically on the Company server.

4

Read, implement and distribute as necessary information sheets / risk control procedures that are presented.

5

Implement and monitor action points as identified in the Health and Safety Plan.

6

Assist the Production Manager and/or Line Producer in the induction process carried out for all new production staff.

7

Ensure that all the production personnel who will be ‘resident’ to some extent in the office receive an office induction.

8

Ensure that the cast and crew are given any relevant information at it relates to health and safety that affects them.

 

 

2.8  Location Manager

 

1

Ensure that he/she is personally competent in risk assessment techniques.

2

Ensure that when selecting and determining the suitability of locations for the activities all potential hazards are considered and a location risk assessment completed and approved by the Safety Advisor or other authorised person and sent to the Producer.

3

Ensure that all communication procedures, rules and arrangements are in place when filming in public places. This may involve liaison with e.g. the Highways Department of the Local Council, Police and other emergency services, local Authority Film Offices, Venue Management etc.

4

Act as Safety Coordinator on set, in conjunction with the First Assistant Director, and take responsibility for filming conditions on location.

6

Read and implement information sheets / risk assessment control procedures that are presented by the Safety Advisor.

7

Keep relevant members of the public fully informed of all filming activities. In particular, neighbours and residents where location vehicles are to be parked in close proximity to their houses, garages etc.

8

Ensure that safe working practices are adhered to and all crew and artistes are fully aware of the risks associated with the location.

9

Report to the Producer or Production Manager and/or Line Producer any accidents or near misses, and take part in any investigation with a view to taking preventative measures.

10

Carry out regular monitoring inspections of the location in order to identify any hazardous situations, and take action as required.

11

Monitor the working practices of contractors to ensure that they are working in line with the content of their risk assessments and method statements.

12

Ensure that the appropriate safety equipment and PPE (personal protective equipment) such as hard hats and high visibility jackets are available and in good order, and monitor that they are used at all relevant times as identified during risk assessment or in method statements.

13

Maintain security on locations and notify the Producer / Line Producer of security breaches or where additional security is required.

14

Ensure that he/she is personally competent in risk assessment techniques.

 

 

2.9  Director (Production)

 

The Director (Production) has a general responsibility to give health and safety full consideration. In consultation with all other key personnel concerned with the production, the Director will take advice on health and safety matters and give them the same amount of consideration as any other issues.

 

1

Throughout the production the Director will, as far as is reasonably practicable, remain aware of the health and safety aspects of the production and ensure that no persons are instructed to work in a manner that incurs an unacceptable risk to health and safety.

2

Be fully aware of the Health and Safety Policy and the Production Health and Safety Plan.

3

Read and implement information sheets / risk control procedures that are presented by the Safety Advisor.

4

Remain aware of the systems and codes of practice that are put into place for the purposes of managing health and safety.

5

Consult with the Company Safety Advisor in conjunction with the Production Manager or Line Producer in relation to the production risk assessments that have been prepared in order to contribute his/her personal professional expertise, experience and knowledge, or in relation to last minute good ideas / script changes before a shot is taken.

6

Ensure that health and safety is not compromised in the interests of visual shots or continuity.

7

Ensure that adequate rehearsal and/or planning time are built into any schedule dependent on the degree of risk, numbers of artistes / crew involved, location constraints etc.

8

Ensure that he/she is personally competent in risk assessment techniques.

 

 

2.10  First Assistant Director

 

The First AD has the day-to-day task of controlling the set.  He/she is delegated the tasks as set by the Director and will, in the main, have responsibility for the filming conditions and act as Safety Coordinator on set.

 

1

Liaise closely with the Location Manager to ensure the chosen locations are safe for the purpose of work.

2

Give full consideration to health and safety when deciding how each shot is to be set up and recorded.

3

Be fully aware of the Health and Safety Production Policy, the content of the Production Health and Safety Plan and production related risk assessments.

4

Read and implement information sheets / risk control procedures that are presented by the Company Safety Advisor and contractors.

5

Consult with the Company Safety Advisor in conjunction with the Production Manager and/or Line Producer about the production risk assessments that have been prepared in order to contribute his/her personal professional expertise, experience and knowledge.

6

Consider advice and information given by the Special Effects Supervisor and any other competent individuals (including stunt personnel etc) and ensure that the set is controlled in a manner that adheres to the  Health and Safety Policy and risk assessments.

7

Not knowingly instruct any person to work in a manner that incurs unacceptable danger and, if in any doubt, report the matter to the Producer/ Production Manager and/or Line Producer.

8

Ensure adequate health and safety briefings have taken place including audiences, general public, crew at location and studio venues, artistes, extras etc. as applicable.

9

Ensure that the shooting schedule has addressed all relevant health and safety issues, and that planning and rehearsal time to meet the degree of risk involved has been given full consideration.

10

Liaise with the Producer/Production Manager and/or Line Producer to ensure all contractors are approved as competent, and that the necessary contractor health and safety documentation and risk assessments have been completed and approved, and that they are familiar with the content of the risk assessments before any activity commences on set.

11

Monitor health and safety during filming.

 

 

2.11  Production Designer

 

The primary safety role of the Production Designer (Principle Designer / Designer) is to ensure the set design and props meet with current Health and Safety Legislation (including Construction & Design Management Regulations), British Safety Standards and Fire Prevention guidelines.

 

The Principal Designer’s duties apply regardless of the contractual arrangements for the appointment of other designers and whether or not the project is notifiable to the Health and Safety Executive (HSE). If the principal designer appoints other designers, the principal designer is responsible for ensuring that they have the relevant skills, knowledge and experience to deliver their work.

 

1

The Principal Designer’s role is to plan, manage and monitor the pre-construction phase, to co-ordinate health and safety. The pre-construction phase is defined as any period during which design or preparatory work is carried out for a project, which may continue during construction.

2

The Principal Designer must:

        assist the client in identifying, obtaining and collating the pre-construction information

        provide pre-construction information to designers, the principal contractor and contractors

        ensure that designers comply with their duties and co-operate with each other

        liaise with the principal contractor for the duration of the appointment

        prepare the health and safety file

3

The Principle Designer / Designer must

        understand and be aware of significant risks that workers and users can be exposed to, and how these can arise from their design decisions

        have the right skills, knowledge, and experience, and be adequately resourced to address the health and safety issues likely to be involved in the design

        check that clients are aware of their duties

        co-operate with others who have responsibilities, in particular the principal designer

        take into account the general principles of prevention when carrying out their design work

        provide information about the risks arising from their design

        co-ordinate their work with that of others in order to improve the way in which risks are managed and controlled

4

Complete a suitable and sufficient design risk assessment that is approved by the Safety Advisor and forwarded to the appropriate persons.

5

Ensure the Art Director is in compliance with Safety Legislation and understands his/her safety role and responsibilities.

6

Give particular emphasis to any “period” set dressing, furniture, upholstery, carpets etc. in terms of the fire-retardant properties and toxic smoke effect. Where appropriate, communication is to take place with the Safety Advisor.

7

Ensure that all chemicals, props, set dressing, special effect etc. which has a requirement under the Control of Substances Hazardous to Health Regulations are compliant, and that risk information is supplied.

8

Ensure the relevant personnel at the studio/venue have effective communication with the Safety Advisor and the Producer/Line Producer

 

 

2.12  Floor Manager

 

The Floor Manager will, in the main, have responsibility for studio recording conditions and act as Safety Coordinator on the studio floor, including carrying out an audience safety briefing. He/she must report any concerns immediately to the Producer or Production Manager and/or Line Producer. It is vital that he/she has a good knowledge of the studio emergency procedures and means of escape and can brief the crew accordingly.

 

1

Ensure they have effective communication with the Safety Advisor and other relevant persons

2

Ensure that designated escape routes are kept clear at all times.

3

Ensure that fire exits and fire points remain accessible at all times.

4

Ensure that fire exit signs are visible and illuminated.

5

Ensure that nothing obstructs the operation of fire shutters.

6

Ensure that all threshold doors are closed.

7

Ensure that no cables are placed on the floor directly in front of audience access doors.

8

Ensure that studio stipulations regarding the drinking of water from cups or bottles on the studio floor are respected and adhered to.

9

Ensure that the audience receives a health and safety briefing prior to recording.

 

 

2.13  Audience Coordinator

 

There are a number of important areas to identify, in terms of health and safety responsibilities, for the Audience Coordinator. The points below relate to staff Audience Coordinators only. Any 3rd party Audience Support Services that are engaged for a production must be approved in line with competent contractor assessment procedures.

 

1

Ensure that all audiences have been given a full and informative health and safety briefing by either the Floor Manager or Artiste.  This briefing will include emergency evacuation, medical assistance, overhead cranes, cables, smoking etc.

2

Ensure that there has been full communication with the venue to ensure the health, safety and welfare of the audience.  This communication should begin as early as is practicable through a studio visit and attendance at production meetings, and should be followed up by correspondence confirming all arrangements.

3

Ensure that there is adequate medical back up whenever audiences are required in the studio.

4

Ensure that all Audience Stewards (Ushers) are conspicuously dressed so that they can be easily recognised by members of the audience e.g. wearing a tabard, coloured armband etc.  (Although most venues now supply stewards as part of the hire charge, this does not delegate our health and safety responsibilities for audience safety).

5

Ensure that there is an adequate ratio of Audience Stewards (ushers) to meet with the demands of the audience (see risk assessment).  Consideration must be given to the requirements of the elderly, persons with special needs, children etc.  This should be discussed at the production-planning meeting and should form part of the generic production risk assessment.

6

Ensure that full consideration has been given to emergency procedures in respect of fire evacuation exits, assembly points, clearance of fire lanes, audience seating, welfare and wellbeing including provision for disabled persons etc.

7

Regularly monitor the audience during the production to ensure that all rules regarding eating, drinking, no smoking rule, leaving of coats etc. are being adhered to.

 

 

 

 

2.14  Production Electrician (Gaffer)

 

In health and safety terms the Production Gaffer is a vital Head of Department within the production crew.  Gaffers must be up to date with their responsibilities and knowledge, and have sufficient experience in either location and/or studio environments as appropriate.  This will require evidence of competence, knowledge and experience.

 

1

Ensure the safe installation of all electrical wiring including lighting circuits.

2

Ensure the inspection and testing of all portable equipment brought onto the production by contractors, hire companies and crew has been carried out.

3

Supervise the installation and use of all Residual Current Devices (RCD) used within the production, and in particular to ensure that these devices are operating within their designed parameters e.g. 30-millisecond cut out.

4

Ensure contractors, e.g. Special Effects Supervisors, Stunt Co-ordinators, lighting, sound are utilising safe systems of work (isolation of supply and insulation of equipment, tools etc.)

5

Ensure where applicable that the most up to date edition of the Institute of Engineering and Technology Electrical Regulations, relevant Current British Standards e.g. BS 7909 and Guidelines is being referred to for safe installation and working practices.

6

Ensure when working in a public place that the safety of the public is paramount.  All cables must be ‘safe by position’ so that no equipment is left exposed in such a manner that it can be tampered with. Particular care must be taken when working in the vicinity of children or those with special needs.

7

Ensure that all stages, towers and rostra that require electrical feeds are earth bonded to protect all persons using electrical equipment from shocks.

8

Liaise with venues/studio management/owners of domestic premises used as locations to ensure that the correct supply of electricity is available and to establish the maximum load capacity. This will reduce the risk of sudden power failure. The load bearing capacity of lighting grids should also be verified.

9

Ensure all portable and vehicle generators are being used in the appropriate manner, have all safety devices, RCD, ECB in place and are working to the required standard of efficiency.

10

Supply lighting risk assessments for approval by the Safety Advisor.

11

If any lighting equipment is supplied by the Gaffer, CO2, fire extinguishers must also be supplied and AVD extinguisher for battery operated equipment.

12

Monitor lighting systems to ensure safety bonds are in use, lighting equipment has been PAT tested and the load bearing capacity of the lighting grids are not exceeded.

 

 

2.15  All Employees

 

Everyone at work must take reasonable care for their own health and safety and that of others affected by what they do or do not do.

 

1

Co-operate with instruction to ensure that safe and healthy working practices and workplace are maintained.

2

Report promptly to their direct supervisor and the Safety Advisor, as appropriate, any hazardous situation, defect, accident or near miss.

3

Make full and proper use of any protective equipment or any other equipment with a health and safety function, and keep such equipment in good order.

4

Make proper use of the washing facilities and eating and drinking facilities provided so as to ensure high standards of personal hygiene where hazardous substances put personnel at risk.

5

Act responsibly at all times.

6

Co-operate with Company efforts the implementation and observation of all statutory requirements placed upon it.

7

Observe the duty not to misuse or interfere with anything provided in the interests of health and safety.

8

Individual employees are responsible for co-operating with management to meet the requirements of these arrangements.  They must swiftly bring to their immediate manager's attention any weaknesses in these arrangements so that additional control action can be implemented.

 

 

2.16  All Self – Employed Persons

 

1

To take all reasonably practicable steps to ensure that they themselves are not put at risk, and that others who may be affected by their actions are likewise not put at risk.

2

With respect to the legal regulations that require employers to protect their employees from risk, the same types of regulations apply to the self-employed, requiring them to protect themselves and others.  These legal duties apply whether or not people accept and choose to comply with this policy.

3

To make proper consideration of health and safety before embarking upon any work, and will take reasonable care for their own health and safety and that of others at all times.

4

Not to intentionally or recklessly interfere with anything provided in the interests of health and safety.

5

Adhere to specific legal requirements, such as assessing and adequately controlling risks to health before work commences.

6

To give information about the health and safety aspects of their work to any person who might be affected by that work.

 

 

2.17  Contractors

 

1

Have their own health and safety policy. However, for those companies who employ fewer than 5 it is acknowledged that this policy does not have to be written or recorded. Contractors however must, as Employers, keep to the “spirit and intention” of a policy and still have a legal duty to comply with all Health and Safety legislation as set out in the policy statement of this document.

2

Contractors, as Employers, must also assess and control any risks they create, and to inform all the other Companies with whom they share the work place what control measures they are adopting to minimise the risk of injury to other personnel. These assessments must be recorded if the Contractor employs more than 5 Employees.

3

To inform their Employees about risks to which they might be exposed when sharing the work place with them before work activities commence.

4

Use their own tools and equipment (where practical) that are fit for their intended purpose and used in a safe manner.

5

To assess the competency of and manage sub-contractors under their control.

6

To monitor so far as is reasonably practicable the work activities of both their own employees and those sub- contractors under their control and remain generally aware of their health and safety performance.

7

To report accidents incidents and near misses to the Company in writing on an Accident Report Form.

8

To put into place supervision and monitoring arrangements for work carried out.

9

Principle Contractor Responsibilities

Principle Contractors plan, manage, monitor and coordinate health and safety in the construction phase of a project. This includes:

  • liaising with the client and principal designer
  • preparing the construction phase plan - A form is available free from the CITB www.citb.co.uk
  • organising cooperation between contractors and coordinating their work.

 

Ensure:

  • suitable site inductions are provided;
  • reasonable steps are taken to prevent unauthorised access;
  • workers are consulted and engaged in securing their health and safety; and
  • welfare facilities are provided

 

 


3.0         H&S Structure chart

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


* Note, the number and variety of roles will vary from production to production

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4.0         Health and Safety Management Arrangements

 

The arrangements below are supported by guidelines   

 

4.1  Accident, Near Miss Investigation & RIDDOR Reporting

 

An accident is an unplanned event leading to ill health or injury.

 

All reports are confidential and the Open Mike Productions Ltd GDPR and the Privacy Policy apply. This includes  injuries received by members of the public, visitors and employees.

 

All otherwise unrecognised hazards, sometimes illustrated by “near misses” and damage, will be similarly reported to the office.

 

Accidents or incidents no matter how minor are to be reported as soon as possible in writing to the Head of Production and Producer (production) or the Office Manager (for office related accidents and incidents), by phone or by email and then recorded in writing on an Accident Report Form (HSE Accident Book BI 510 2018 GDPR compliant Edition) and the Form removed and sent to the office. The Producer, Head of Production, Office Manager as appropriate will notify the Safety Advisor as appropriate.

 

Following report accidents incidents and damage to property plant and equipment and investigation will be made to by the Producer, Head of Production, Office Manager, who obtain assistance from the Safety Advisor as appropriate. The objective of accident investigation is to establish the underlying root causes and to identify actions that should prevent or significantly reduce the risk of a recurrence.  Senior Managers shall become actively involved in the investigation of serious or high-profile accidents. 

 

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

 

RIDDOR places a requirement on the ‘Responsible Person’ to report certain serious workplace accidents, occupational diseases and specified dangerous occurrences to the Enforcement Authority.

 

Responsible Person

 

Employee at Work – Employer to make the report

Contractor at Work – Employer to make the report

Self Employed Working in Premises Other than own Home – Person in Control of Premises

Self Employed Working at Home – Self- Employed Person

Self Employed Agency Worker – Host Employer

Agency Worker – Agency Worker Employer

Gas Related Incidents – Gas Safe Registered Engineer

School Pupil Work Experience – School

 

RIDDOR Reporting

 

Fatal and Specified injuries only are to be reported by phone by the Safety Advisor  by calling the Incident Contact Centre on 0345 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm)

 

·       Fatal injuries - (Call police and ambulance first on 999)

 

·       Specified Injuries -  as listed below:

 

·       Over 7 Day Injuries

 

Over-seven-day injuries to workers This is where an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than seven consecutive days (not counting the day of the accident).

 

·       Injuries to Non-Workers (Public)

 

Work-related accidents involving members of the public or people who are not at work must be reported if a person is injured, and is taken from the scene of the accident to hospital for treatment to that injury. There is no requirement to establish what hospital treatment was actually provided, and no need to report incidents where people are taken to hospital purely as a precaution when no injury is apparent. If the accident occurred at a hospital, the report only needs to be made if the injury is a ‘specified injury’

 

·       Reportable Occupational Diseases

 

Employers and self-employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work.

 

o   Carpal tunnel syndrome

o   Severe cramp of the hand or forearm

o   Tendonitis or tenosynovitis of the hand or forearm

o   Occupational dermatitis

o   Hand-arm vibration syndrome

o   Occupational asthma

o   Any occupational cancer

o   Any disease attributed to occupational exposure to a biological agent

 

·       Dangerous Occurrence - including:

.

·       Exemptions – Road Traffic Accidents

 

Road traffic accidents unless the accident involved death or injuries that result from

 

 

Under the RIDDOR Regulations the company is required to keep a record of incidents, dangerous occurrence, disease, 7+ day injury for inspection by visiting officers.  The record made on the Accident Form (book) will be sufficient.

 

 

 

 

 

4.2  Arrangements for Planning and Implementing Policy

 

 

4.2.1    Strategic Planning

 

It is the delegated responsibility of the Head of Production and the Office Manager on behalf of the Managing Director to develop and install the safety management system, using the Safety Advisor as the company’s source of health and safety advice support guidance and assistance.

 

The H&S requirements come from a number of main areas:

·       instruction and information from the Head of Production

·       information guidance and instruction received from the Safety Advisor.

·       strategic objectives that need to be implemented as they relate to health and safety

·       regulatory and other external requirements

·       sector and industry associations and periodicals

·       health and safety hazards within company control/identified by others as affecting work activity

 

The H&S requirements are identified by:

·       regular H&S inspections monitoring and audits

·       risk assessments

·       legislation

·       information and instruction received internally/externally

 

 

4.2.2    Production Planning

 

It is the responsibility of the Producer to develop install and monitor a Production Plan. The Production Plan Checklist (See Annex 1) has been developed to assist with this.

 

The H&S Production planning and resource requirements are identified by:

·     The Production Plan Checklist (See Annex 1)

·     Information for Commissioners

·     The script / treatments and feedback from the Safety Advisor

·     Tech recces

·     Competency of crew and people involved in the production

·     Specialist input

·     Risk Assessments

·     Emergency response requirements

·     Legislation

·     Monitoring inspections and site visits

 

 

4.3  Communication

 

Supervisory managers are responsible for the provision of adequate information to employees. If employees are concerned that the information they receive is inadequate to maintain their own and others safety, it is their duty to inform their supervisory manager accordingly. Similarly, employees are expected to take reasonable steps to familiarise themselves with published information and to take notice of it.

 

Confidential information to be communication is managed and retained through the Open Mike Productions GDPR and Privacy Policy.

 

Information relating to health, safety and the environment is conveyed to employees and others who may be affected, in one or more of the following ways:

 

·     Information within call sheets

·     risk assessments

·     email to individuals

·     safety briefings

·     notices on notice boards

·     signage

·     access to guidelines

·     distribution of newsletters and reports

 

Emergency Communication

 

The company recognises the need to communicate with its fluctuating workforce 24/7 in event of emergency. In an emergency situation the following methods will be utilised by the company to keep people informed.

 

 

4.4  Competence

 

Competence is generally accepted as the ability to apply practically a mix of knowledge, skills, experience or other qualities to a particular task. An individual should be sufficiently competent to not only carry out the routine task, but to be able to cope with unexpected changes and/or situations that may arise.

 

It is not appropriate just to rely on the assumption that someone is capable of carrying out a task because it is perceived to be just 'common sense'.

 

The company recognises that it is duty bound to determine the levels of competence held by making reasonable enquiries of individuals.

 

This may take the form of ­:

 

 

Competent Health and Safety Advisor 

 

The Company recognises its obligation under The Management of Health and Safety at Work Regulations to offer access to competent health and safety assistance to help with compliance of relevant statutory provisions. A professional company has been appointed and the Health and Safety Practitioners hold full Chartered membership of the Institution of Occupational Safety and Health (CMIOSH).

 

 

4.4.1    Capabilities and Training

 

To comply with the law, the workforce including senior executives, crew, contractors etc. need to have the skills, knowledge and experience to carry out their duties safely.

 

Capabilities, of people are taken into account and assessed by the Head of Production and the Producers as necessary and where necessary updated to ensure the demands of the job do not exceed their ability of individuals to do the work without risk to themselves or others.

 

Everyone requires’ adequate health and safety training. Training helps people gain the skills and knowledge, and ultimately the competence, to carry out their work safely and without risk to their health.

 

The company recognises training isn’t just about formal ‘classroom’ courses – and is delivered in a number of ways:

 

·       Informal ‘on the job’ training

·       Written instructions

·       Online information

·       Simply telling someone what to do

 

All staff will receive induction training upon recruitment.  Where appropriate members of staff will receive training and instruction in some or all of the following categories:

 

·       This Health and Safety Policy

·       Fire and Emergency Evacuation Arrangements

·       Risk Assessment Control Methods

·       Accident and Investigation Reporting Procedures

·       First Aid

 

The Head of Production and Producers will identify production crew capability and training skill and knowledge as part of contractor management arrangements and by using a variety of sources and professional trade body organisations for example:

 

 

*Passport training is valid for 5 years

 

Information on all training courses attended and job training must be given to the Head of Production and / or Producers who will keep and retain records and certificates digitally on the server in the Health and Safety file.

 

 

4.5  Co-Operation and Consultation

 

Cooperation

 

Topics of general concern wherever a workplace is shared e.g. company office premises, studio, location etc. that would require cooperation and cooperation with other employers and self-employed people would include:

 

 

Consultation

 

At present and due to the current size of the company, consultation with employees is achieved by inclusion in management and team meetings and on a one-to-one basis.

 

In the anticipation of growth and expansion of the company and where the need arises a more formalised committee will be established.

 

4.6  Disciplinary Procedure

 

Employees who refuse to co-operate with safety management may become subject to the escalating process of verbal and written warnings.  Such action might be triggered by, for instance, refusal to follow safe operating procedures, refusal to wear personal protective equipment, refusal to conduct risk assessments, etc. 

 

Similar action may be taken against staff who act with a significant lack of care for the safety of others or themselves.

 

Extreme cases, such as dangerous behaviour, transparently inadequate risk assessment, ordering others to act in a dangerous fashion, etc, may even lead to dismissal.

 

4.7  Document and Data Management

 

The Open Mike Productions Ltd GDPR Policy and the Privacy Policy identifies the arrangements in place for document and data management and communicated to staff as part of Induction.

 

Open Mike Productions Ltd use the HSE BI 501 2018 Edition GDPR compliant version to record accidents.  RIDDOR reports are made through the HSE website and comply with a formal document request under the Health and Safety at Work Act.

 

Accident investigation reports are likely to include personal data and consideration is given if data can be removed before any report is circulated or provided to the insurer. The reports are disseminated with care and recipients should be reminded to treat it appropriately and destroy it when no longer required.

 

4.7.1    Health and Safety Documentation Storage Limitation

 

The table below is a non-exhaustive list of suggested retention periods for common types of personal data held as it relates to occupational health and safety. Although personal data may be held for longer periods, sufficient justification for doing so (such as an ongoing criminal prosecution) is required.

 

Record Type

Suggested Retention Period

Exceptions

Sickness records

Longer term or recurring absences relating to a specific condition: Four years from end of employment

 

Annual appraisal, assessment or training records

Three years from date of appraisal / assessment / training or one year from end of employment

This is assuming that appraisals/assessments do not contain any details of training/skills requirements that are mandatory and/or need to be kept longer.

Records relating to disciplinary matters

One year from end of employment

 

Records relating to accidents or injury at work

Four years from end of employment

 

Death benefit nomination and revocation forms

During employment or up to seven years after payment of benefit

 

Emails

Appropriate retention policy for emails to be discussed with input from IT, Information Security, Risk/Compliance as well as HR

This will involve commercial as well as legal considerations, depending on the nature of your business. We would recommend that specific advice be sought in relation to email retention

Accident books

Three years from the last date of entry

 

Records relating to medical information, including mental health, weight or allergies

Appropriate retention period will depend on the information required to ensure the health and safety of employees. Health Information that is excessive, irrelevant or out of date should not be retained

Medical records complied by a doctor or nurse are confidential and should not be disclosed without consent of the individual, information on fitness to work may be disclosed

Health records

40 years from the date of last entry

 

 

4.8  Health Surveillance and Promotion

 

Where it improves general or individual health without undue imposition on the individual, appropriate programmes of health surveillance will be instituted or in the event of serious exposure e.g. asbestos that requires a program of health surveillance to be initiated.  Health checks will be managed by external consultants.  These consultants will report to the Managing Director. The consultants will only provide information on identifiable individuals where each individual has provided written consent.

 

Individual information on fitness to participate is also determined as part of production planning.

 

 

4.9  Insurance

 

Employer Liability Insurance certificates are to be displayed in the office and sub production offices where these have been set up, and will be retained for 40 years.

 

The Producer will ensure that insurance policies have been set in place to provide the required cover for Employer’s liability, Occupier’s liability, Motor Vehicles, Fire and Theft and Travel for productions.

 

Commercial protection (i.e. Producer’s indemnity, film footage insurance etc.) should also be considered.

 

 

4.10  Monitoring

 

Regular checks are made to ensure the company is managing risks and identify ways to make improvements and give early warning of difficulties.

 

The various active monitoring activities include:

 

 

The various reactive monitoring activities include:

 

 

 

4.11  Review

 

Safety arrangements are reviewed to confirm this health and safety policy is current and valid and the arrangements for managing safety and risk assessments are effective, in event of change or if new information comes to light.  This achieved through written notification to and/or meetings e.g. Production de-briefing and/or conversations held between any of the following as necessary:

 

·    Managing Director

·    The Head of Production

·    Producer

·    Line Producers / Production Managers

·    Office Manager

·    The Safety Advisor

 

4.12  Risk Assessment

 

Risk Assessments will be carried out by the Producer using the Risk Assessment Guideline (Annex 2), the Safety Advisor, or by other competent person/s.

 

 

4.13  Supervision

 

Anyone who is not competent (to undertake whatever task) will be adequately supervised until such time as they become competent. 

 

The following individuals, tasks and or situations have been identified as requiring a higher level of supervision than normal:

·       New workers / those who are learning (an old hand may be new to a task or situation).

·       As determined by a relevant risk assessment.

·       Lone Workers.

·       Pregnant Workers and Nursing Mothers.

·       Children

·       Young Persons.

·       Individuals who have been involved in an accident / incident.

·       Disabled workers.

·       Individuals returning from a long sickness absence

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


5.0         A-Z of Hazards and Risk Control Measures

 

Risk control measures are supplemented with guidelines where relevant and sourced from e.g.

 

·       Trade and Professional Organisations

·       Local Authorities

·       The Safety Advisor

·       Regulatory Bodies

 

5.1  Alcohol

 

Whilst there is not a ban on alcohol being brought onto the premises, the Company maintains the right to ensure that no staff member may be allowed to work, or remain at work, if they appear to be under the influence of any alcohol. No person required to be operating any work equipment may do so if they have consumed alcohol 10 hours or less prior to commencement of work.

 

Those driving on company business must not drive after having consumed any alcohol.

 

Employees with specific alcohol related problems are encouraged to notify the Managing Director in confidence to access counselling and support.

 

 

5.2   Animals

 

Producer will seek advice and instruction on the arrangements and controls necessary from the Safety Advisor and align to the current standards guidelines such as:

 

·       Guidelines for the Welfare of Performing Animals – RSPCA (who also provide an animal welfare advisory service tailored to specific productions, including script review, animal welfare risk assessments and ongoing on-set attendance T 0300 123 8787)

·       PAWSI Code Guidelines

·       Local Authority Animal Welfare Charters and Guidelines for Animals at Events – Check with the Film Office

 

Licences and Registration Certificates

 

·       CITES Article 10 Certificates for Birds (Safety Advisor will advise) - CITES, which stands for the ‘Convention on International Trade in Endangered Species of Wild Fauna and Flora’ is a treaty that prevents wildlife from exploitation, and many exotic and domestic animals are listed here.

https://www.cites.org/eng/disc/species.php  The Producer needs to confirm that the supplier of animals has found out whether the species is on the CITES treaty and if they are that the relevant paper work has been completed. – i.e. CITES appendix 1 animals are micro-chipped and have article 10 licences, which permits them to be used for commercial purposes

·       Exotic animal kept in cage – Expert Handler e.g. Pet Shop Licence

·       Special licences are required for Animal Gatherings for cloven footed livestock transportation and movement

 

 

Licence Conditions

 

Prescribed conditions must be attached to each licence, including general conditions and relevant specific conditions. The general conditions cover:

 

·       Licence display

·       Records

·       Use number and type of animal

·       Staffing

·       Suitable environment

·       Suitable diet

·       Monitoring of behaviour and training of animals

·       Animal handling and interactions

·       Protection from pain suffering injury and disease

·       Emergencies

 

The relevant specific conditions vary from activity to activity, and further detail such things as the particular records to be kept and the welfare requirements for different types of animals.

 

Competency and Sourcing Animals

 

The Producer will ensure:

·       A safety briefing takes place

·       Hygiene levels maintained

·       The animal is trained to meet the production requirements

·       The animal is accompanied and supplied by a competent handler / known industry supplier or owner unless the risk is negligible after discussion with the Safety Advisor.

·       Appropriate first aid provision

·       Personal protective equipment is supplied

·       Animal welfare

 

The Producer must ensure the animal is trained to meet the production requirements and take hazards into account such as:

 

Risk Assessment and Insurance

 

In all cases the handler / supplier/ trainer is required to provide a risk assessment for the Producer to supplement the production risk assessment and have appropriate professional indemnity insurance/ public liability insurance in case the animal were to cause harm to anyone.

It is vital that all the correct documentation is accounted for, as some suppliers might only have one and not the other.

 

5.3  Asbestos

 

Buildings in the UK of a certain age may contain some Asbestos Containing Material (ACM) in the fabric of the building as a reinforcing fibre in many plastics, and as an engineering product in applications such as boiler gaskets and brake linings.

 

When Asbestos is mixed into concrete, bitumen, plastic the fibre and the materials are in good condition, the risk is low risk because it is enclosed unless it is cut, broken, damaged, sanded, exposed to extreme heat or explosion.

If Asbestos, fibre is released, become airborne and inhaled as dust it can cause Asbestosis, Lung Cancer and Mesothelioma.

 

Consequently, there are strict legal controls over work with asbestos and in the UK the manager of a building must survey the building and have an asbestos register identifying type condition and whereabouts and a plan for managing and monitoring its condition. Asbestos can be removed, enclosed and signs used to indicate its whereabouts.

 

Although the legal duty does not apply to domestic premises such as private houses, it does apply to the ‘common parts’ of multi-occupancy domestic premises, such as purpose-built flats or houses that are converted into flats. However legal duty would also apply if filming takes place in a domestic dwelling.

 

Strict controls apply to its removal and only licenced contractors are permitted to carry out this task under carefully controlled conditions.

 

Any suspected exposure to asbestos will be reported as an accident/incident and investigated by the Safety Advisor. Exposure to asbestos is reportable under RIDDOR when a work activity causes the accidental release or escape of asbestos fibres into the air in a quantity sufficient to cause damage to the health of any person. Such situations are likely to arise when work is carried out without suitable controls, or where those controls fail.

 

Office

 

The Building Manager is responsible for the management of asbestos and they along with the Office Manager ensure that, as appropriate, contractors who are appointed are provided with suitable information about the location and condition of asbestos before they start work.

 

Staff will be advised of the whereabouts of asbestos wherever known to be present, and what to do to avoid disturbing it as part of Induction Training by the Office Manager. No member of staff may work with asbestos.

 

Production

 

Before taking on a location, it should be ascertained that the buildings to be occupied by the production was constructed after 2000 or if not has an Asbestos Management Register. However, buildings constructed after 2000 may have older buildings attached and it must be ascertained that those areas must have had a survey carried out and are included on the Register.

 

It is assumed that all buildings pre 1980 has asbestos content. The general condition of the building would be a guide to the risk.

The following rules apply:

·       Obtain information about the presence of asbestos from the building manager / owner

·       Obtain a copy of Asbestos Register

·       Identify work activity where disturbance of asbestos is likely – routing cables, entering into roof voids, drilling into walls, accessing plant rooms, removing fire doors

·       Plan communicate coordinate and agree with the team work activity so disturbance of asbestos is avoided – kicking, picking up turning over, removing asbestos tiles, demolition, drilling into, leaning against ACM, or  causing damage by vehicle movement

·       If there is asbestos on the location, there must be an Assessment of the risk it presents to production staff given the work of the production.  Consult the Health and Safety Adviser for advice.

·       If the Assessment concludes the risks are too high, the location is not to be used unless the Asbestos is dealt with (expensive and time consuming) or the work is re-designed to reduce the risks.

·       Where the risks are manageable, suitable and sufficient information and instruction (written and verbal) must be given to everyone who needs to know.  This will include labelling, plans, diagrams, photographs, etc.

·       Should an assessment identify the presence of asbestos in the building(s) then no cable running or other ‘penetrative work may be undertaken in those areas where asbestos is present.

 

Emergency Arrangements

 

·       Any member of a production team accidentally exposed to asbestos should be offered medical advice / reassurance from a Health Professional

 

 

5.4  Audiences / Public

 

Adequate arrangements are made for the welfare and health and safety of audiences and any member of the public who may be affected by a production. These arrangements include supervision, communication systems, emergency procedures and protection from effects.   

 

The Floor Manager will give a health and safety information briefing to the audience as per the roles and responsibilities section in this policy.

 

 

5.5  Catering & Food Hygiene

 

All catering contractors or home economists, other than those only providing low risk light refreshments (tea, coffee, wine, biscuits, crisps etc.) supplying the company will be safety-vetted and sourced from the PACT Approved Contractor list in the first instance.

 

Any person involved with a production with a food allergy is to be made known to the Producer and the Safety Advisor notified for advice.

 

Where food is prepared as part of production for consumption the Food Safety & Hygiene (England) Regulations will apply and the production risk assessment will identify the risk controls. Registration with the Local Authority as a Food Operator may be necessary and advice to be sought by the Producer from the Safety Advisor at the pre-production planning stage.

 

Art department staff responsible for heating serve prop food for display use or consumption must be trained to a minimum of Level 2 Food Hygiene. On line courses that are City and Guilds approved with CDP points are acceptable.

 

 

5.6  Children

 

The Open Mike Child Protection Policy (as aligned to PACT Child Protection Policy and the Production align child performance standards to ‘Examples of Best Practice – Child Performance and Activities Licensing by Local Authorities in England – February 2015’) must be referred to and implemented in all cases in addition to the rules below

 

Behaviour - Whilst it is important to reassure a child who may be nervous anxious stressed tired and is reliant on guidance. The following is to be avoided and not permitted

·       Over familiarity

·       Horseplay

·       Antisocial behaviour and swearing (which may cause embarrassment or fear)

·       Smoking in the presence of a child

·       Any activity that involves the risk of psychological or physical harm

·       Working beyond recommended timeframes

·       Unaccompanied by an adult

·       Wandering into areas that are unauthorised

·       Modesty must not be compromised

·       Technical terminology or jargon that can’t be understood

·       Exposed to substances hazardous to health

·       Use or have access to dangerous props and equipment

·       Working with and operating dangerous machines and catering equipment.

·       Lifting excessive weights

·       Handling devices containing explosives – (including fireworks).

·       Cleaning machinery in motion.

·       Working with fierce or poisonous animals.

 

Reference should also be made to The British Psychology Society best current practice; Psychology and Media Productions: Guidance for Commissioners and Producers communications@bps.org.uk; tel 0116 252 9500

o   Disclosure – Those placed immediately in charge of or have access to the child must have a current disclosure and barring check carried out. A check from another employer is not acceptable

o   Occasionally young people may disclose confidential information to a staff / crew that gives rise to concern for their physical or emotional safety.  In such situations this must be notified to the Producer / Head of Production in confidence.
Disqualification - Employers are required by law to protect children from harm and that any of their employees are required, under by law, to declare that they are disqualified from working with children.

o   Environment - Where possible adults should avoid being on their own in an isolated or closed environment with a child

o   First Aid and Fire – Emergency fire and first aid arrangements and emergency response must accommodate the needs of children

o   Licence – A child performer’s licence to be obtained in advance within the specified timeframe

o   Mentor - Those placed immediately in charge of children should be competent in their work-role, mature in their attitudes, and yet, at the same time, be at ease with them.

o   Social Media - Children may be the subject of unwanted social media attention – cyber bullying, internet grooming, bullying by peers and uncontrolled circulation of images or personal data and this is to be controlled

o   Touch - There may be occasions when there is a need to touch a young person (e.g. When guiding them in carrying out a technical operation or action) but these should be kept to a minimum.

o   Travel - Ensure that there is a known destination and check-in times with a third party in situations where a child will be travelling alone with an adult during the production.  It is a good idea to make available a mobile phone (or equivalent) in such situations.

o   Welfare - Children must have separate green room, changing, toilet facilities and access to a supervised play area. Welfare arrangements must extend to food allergies catering weather wardrobe and a lost child

 

 

5.7  COSHH (Control of Substances Hazardous to Health)

 

This does not cover fire or explosive hazards.

 

Cleaning contractors have been appointed by Open Mike Productions Ltd for office cleaning activities as overseen by the Office Manager and low risk household products are used. The chemical storage cupboards are to be kept locked. Where strong chemical is used with a warning label it an assessment is carried out.

 

Before any activity involving significant exposure to a substance hazardous to health begins, there must be a specific Assessment of the risks and, where chemicals and exposure to substances are involved, a trained assessor must undertake the assessment and levels of exposure will be minimised.

 

A Substance Hazardous to Health may be a chemical in a container with a warning label, or it may be:

 

If personal protective equipment is required, the assessment must include a PPE assessment. 

 

Any exposed person who develops symptoms that could be due to the substance will withdraw from exposure and seek medical advice.  In the case of serious symptoms (breathing difficulty, narcosis, etc) such advice will be sought without delay and appropriate medical advice is sought.

 

 

5.8  Confined Spaces

 

A confined space is any enclosed area that is restricted in terms of access and may be underground, dark or subject to collapse, entrapment or oxygen deficiencies will be treated as a confined space. 

 

A Permit to Work will be secured before work commences.

 

When working in confined spaces the Producer is required to ensure a pre-entry risk assessment and testing for adequate oxygen is carried out.  In addition to a suitable rescue plan, training for the persons working in the confined space and a safe system of working for the activity should be implemented prior to entry.

 

5.9  Construction Design and Management

 

The Construction Design and Management Regulations require ALL construction projects including installation, build, dismantling, demolition  to be planned and executed by competent persons and with due regard for the health, safety and welfare of everyone involved. The Safety Advisor will be called upon to give advice and guidance as necessary e.g. make notification to the HSE, monitor the project on behalf of the company etc.

 

Health and Safety Executive Notifiable Projects

 

Projects that are “Notifiable” to the Health and Safety Executive (HSE) under the Construction (Design Management) (CDM) Regulations 2015 are projects that require more than 30 days and 20> people employed simultaneously at any point in the project, or 500-person days of construction work. 

 

Non Notifiable Projects

 

Where the project is not “Notifiable” to the HSE, the work including works undertaken in domestic dwelling such as the installation of a kitchen, is still subject to the requirements of the CDM Regulations.

 

The following rules apply to all projects whether notifiable or not.

 

Step 1

 

Step 2

Projects involving more than one contractor (domestic or non-domestic):

·       Must follow Step 1 plus:  

·       A principal designer and principal contractor must be appointed

·       A health and safety file*

 

* The health and safety file is a record of information which is required to inform persons who may be involved in the future maintenance, repair, alteration or demolition / removal of the structure of the key health and safety risks that will have to be managed.  Any alterations to the building / structure and its support systems will be recorded in the file.

 

Step 3

If work is scheduled to:

 

Client Responsibilities 

 

Make suitable arrangements for managing a project.

This includes making sure:

 

Make sure:

 

Project Designer Responsibilities

 

The Principal Designer’s role is to plan, manage and monitor the pre-construction phase, to co-ordinate health and safety. The pre-construction phase is defined as any period during which design or preparatory work is carried out for a project, which may continue during construction

 

The Principal Designer must:

 

        assist the client (the company) in identifying, obtaining and collating the pre-construction information

        provide pre-construction information to designers, the principal contractor and contractors

        ensure that designers comply with their duties and co-operate with each other

        liaise with the principal contractor for the duration of the appointment

        prepare the health and safety file*

 

The Principle Designer / Designer must:

 

        understand and be aware of significant risks that workers and users can be exposed to, and how these can arise from their design decisions

        have the right skills, knowledge, and experience, and be adequately resourced to address the health and safety issues likely to be involved in the design

        check that clients are aware of their duties

        co-operate with others who have responsibilities, in particular the principal designer

        take into account the general principles of prevention when carrying out their design work

        provide information about the risks arising from their design

        co-ordinate their work with that of others in order to improve the way in which risks are managed and controlled

 

Principle Contractor Responsibilities

Principle Contractors plan, manage, monitor and coordinate health and safety in the construction phase of a project. This includes:

 

Ensure:

 

 

5.10  Contractor Management

 

Building managers, the Head of Production, the Producer, Office Manager  (depending on who is responsible for the appointment) ensure that only competent approved contractors carry out all works on behalf of the company and in company occupied areas.

 

The following rules apply to all contracted works:

 

·    Being clear about the work the contractor is expected to do and the standards of competence required

·    Clear communication lines

·    Pre start  communication, progress meetings supervision and monitoring arrangements

·    Areas to discuss and agree prior to contactor works to include:

o   whereabouts of asbestos or other hazardous materials/situations prior to work being carried out where it exists

o   fire and other emergency procedures

o   accident reporting and first aid arrangements

o   parking, access, security storage arrangements (even temporary)

o   toilet and welfare facilities

·    Allocation of sufficient time and resources

·    Stopping work if there are serious safety concerns report accidents and incidents and investigate

·    All works are subject to risk assessment

·    Checking people understand the risks if English is not the 1st language or in event of disability

·    The communication of specific risks

·    Equipment and machinery is isolated

 

The Office Manager appoints, evaluates and monitors office related contractor competency and performance with the Safety Advisor giving assistance and input.

 

The Head of Production, Producers will identify production crew capability and training skill and knowledge as part of contractor management arrangements and by using a variety of sources including the Safety Advisor and professional trade body organisations

 

For Example:

 

 

Contractors will be evaluated using the Safety Business Contractor Code of Practice as instructed by the Head of Production or Producer as necessary or sourced directly from the studio pre vetted approved supplier list.

 

 

5.11  Dangerous Machinery

 

Machinery will be safe when it is used. Dangerous parts of machinery and danger zones will be identified and the risks associated with its use assessed.

 

Dangerous machinery will not be used by any young person or anyone not trained in its use.

 

A machine is dangerous if in the ordinary course of human affairs, danger may reasonably be anticipated from its unfenced use.

 

A dangerous part is any part that could potentially cause injury to somebody acting in a way in which a human being may be reasonably expected to act in circumstances that may be reasonably expected to occur.

 

A danger zone is a volume of space around a dangerous part in which it is likely that contact would be made with the dangerous part.

 

In all cases any moving part of machinery will be properly guarded so as to prevent ‘access’ by fingers or clothing.  No guard is to be removed unless the machinery has been isolated i.e. disconnected from the electrical supply.

 

All persons using machinery must be fully trained in its use, the guards, the emergency stop buttons and any personal protective clothing and equipment that should be used.

 

 

5.12  Disabilities

 

The company is committed to not discriminating against visually, aurally, mentally or physically impaired persons if they are capable of doing the job.

 

All areas of work including locations, studios, offices etc. will have reasonable provision made for mobility-impaired persons (staff, visitors, audiences etc.) to enjoy adequate access.   ‘Reasonable adjustments’ will be made to premises and systems to allow persons with disabilities to work and visit with undue discrimination under the Equalities Act 2010.

 

The Safety Advisor will provide guidance on hazards risks adjustments and control measures to accommodate people with disabilities for production and the workplace.

 

 

5.13  Display Screen Equipment

 

The Office Manager will carry out Display Screen Risk Assessments and keep them under review in event of change for people who use display screens as part of their work activity and when authorised to work from home. Workstation set up and eye test entitlement will be included in the induction training session.

 

The Safety Advisor will be contacted to carry out an assessment for complex problems and where special input is required e.g. people with health conditions, disability, pregnancy etc.

 

The Safety Advisor will investigate and make an assessment any reports of discomfort where required. If the event of diagnosis attributed to the work for the following conditions a RIDDOR report will be made by the Safety Advisor to the Incident Contact Centre:

 

o   Carpal tunnel syndrome

o   Severe cramp of the hand or forearm

o   Tendonitis or tenosynovitis of the hand or forearm

 

 

5.14  Driving

 

Driving of company vehicles on and off premises constitutes a work activity and is subject to all relevant driving and health and safety legislation. The production risk assessment will include an assessment of driving vehicle and road related production and filming activity where applicable and align with police guidelines.

 

Vehicles will be maintained to the appropriate requirements of motoring legislation.  Special consideration will be given to ensure staff using their own vehicles are fit for the purpose and have adequate business insurance.

 

The following rules apply to drivers driving on behalf of the company:

 

·       Must be over 21

·       Carry a full driver’s license appropriate to the vehicle

·       Hold appropriate business insurance

·       Only drive vehicles that are fit for purpose

·       Not use a mobile phone while driving

·       Wear a seat belt and instruct passengers to do so

·       Not eat smoke or drink whilst driving

·       Secure items that may pose a risk of injury in event of collision 

·       Drive whilst under the influence of alcohol or illegal drugs

 

Drivers must inform the company in the event of them being banned from driving and must not continue to drive company vehicles.  Drivers who have been banned and do not inform the company and continue to drive company vehicles will be subject to disciplinary action - possibly leading to dismissal - once the company has been informed.

 

 

5.15  Drones

 

The Producer must notify the Safety Advisor of any production activity where a drone is to be used in the UK or abroad as legal and safety obligations apply Civil Aviation Authority (CAA), Police, Local Authority, Land Owner permissions.

 

A drone i.e. small unmanned aircraft is defined as ‘any unmanned aircraft, other than a balloon or a kite, having a mass of not more than 20 kg without its fuel but including any articles or equipment installed in or attached to the aircraft at the commencement of its flight’.

 

Drones can be referred by many different names:

 

Drones can crash and cause injury or damage such as:

·       Flying into other aircraft or into people (injury to head, nose, black eye, cuts to face, bumps, bruises, mild concussion); structures  (buildings, pylons, lights, walls, roof, windows), anything hanging (sever ropes, cables electrocution) and natural features (cliffs and trees); vehicles

·       Flying debris during landing, take off, hovering

 

Permissions Competency and Registration

 

Commercial drone flying permissions and/or exemptions issued by the CAA are valid for up to 12 months and are subject to an annual renewal.

 

This would apply for commercial operations if flying:

·       At a height of more than 400 ft above the surface

Filming in Towns and Cities

 

This will not be possible without having at least a standard permission from the CAA which will allow some types of flights within congested areas.

 

Before filming the Producer needs to ensure:

·       Permission from the Civil Aviation Authority (CAA)

·       Permission from the owner, manager or authority for the land from which the SUA will be taking off and landing 

·       Control over the area you intend to use the SUA, including any persons, vessels or vehicles in the area over which you intend to operate the aircraft.

 

Producers will ensure in all cases where a drone is flown

·      A drone risk assessment is carried out

·      SUA Operator has current registration

·      The Remote Pilot / SUA Operator is competent and holds Standard Permission (dated within last 12 months)

·      Drone insurance is in place including Public Liability cover of at least Ł5m will be required. Under some circumstances this may need to be increased.

·      If the SUA Operator and/or Remote Pilot is operating without the relevant registration and levels of competency they are not used

·      From 30th November 2019

o   The SUA Operator has valid registration for the flight

o   The registration is displayed clearly on the drone

 

Drones weighing less than 250g do not require CAA registration. Applications for registration from 1st October 2019

 

Standard Permission

 

This enables a person to conduct commercial operations with a small unmanned aircraft (drone) and also permits operations within a congested area.  Potential operators are required to provide evidence of pilot competence and an Operations Manual which details how the flights will be conducted.

 

On its own, the standard permission does not give the right to fly unhindered and the Producer / Locations will still require permission from the owner, manager or authority for the land from which the drone will be taking off and landing.  The conditions of the permission will also require that you 'have control' over the area you intend to use the camera-drone, and this includes any people or vehicles in the area over which you intend to fly the aircraft.  The minimum distances are stated on the permission.

 

A full closure of the road or area to be used will usually need to be in place before the drone can be used.

 

Indoor Use

 

Flights inside buildings have nothing to do with air navigation because they can have no effect on flights by aircraft in the open air.  As a result, flights within buildings or within areas where there is no possibility for the unmanned aircraft to ‘escape’ into the open air (such as a ‘closed’ netted structure are not subject to air navigation legislation. 

 

The Producer intending to operate drones indoors should refer to the Safety Advisor for advice and incorporate this into the production risk assessment.

 

Restrictions

The drone code www.dronesafe,uk

 

·       Drone must be flown in line of sight of the operator

·       The maximum altitude is 400 feet (120 meters)

·       Permission must be obtained from the owner of the take-off point

·       Keep right distance away from people and property

o   Flown within 150ft (50m) of structures, vehicles or people

o   Crowds and built up areas 500ft (150m) and don’t overfly

 

Airport and Airfield Restrictions

From 13 March 2019 the UK the following restrictions apply to airports and air fields:

·       The  airfield’s existing aerodrome traffic zone, which has a radius of either two or two and a half nautical miles

·       Five kilometres by one kilometre zones starting from the point known as the ‘threshold’ at the end of each of the airfield’s runways.

·       Both zones extend upwards to a height of 2,000 feet above the airfield. 

·       It is illegal to fly any drone at any time within these restricted zones unless you have permission from air traffic control at the airport or, if air traffic control is not operational, from the airport itself.

 

Remote Pilot

 

Operates the drone flight controls using manual remote control of the small unmanned aircraft by manual use of remote controls. Monitors its course and intervenes to change course by operating flight controls if a drone is flown automatically.

 

·       Not fly the drone unless they hold  CAA acknowledgement of competency which is valid for that flight at the time of the flight – competency means training and practical flight test as the CAA may require (airmanship, airspace, aviation law, good flying practice, practical operation, privacy, data protection, safety, security and environmental protection)

·       Develop basic procedures for conducting the type of flights you want to do and set these out in an Operations Manual

·       If intended operation requires an approval with greater privileges than in a Standard Permission, the Pilot will also need to provide an Operating Safety Case to demonstrate that the intended operation is appropriately safe.

·      From 30th November 2019 must

o   Not fly a small unmanned aircraft unless they are happy the SUA Operator holds valid CAA registration at the time of the flight and registration number is displayed on the aircraft

 

 

SUA Operator

 

This is the person who has the management of the drone.

·      From 30th November 2019 must

o   Have valid CAA registration when the drone is flown at the time of the flight

o   Display the registration number clearly on the aircraft

 

 

5.16  Drugs

 

Prohibited substances are not permitted on company premises or workplaces. Any person deemed to be under the influence of any such substance especially if their or any other person’s health and safety could be adversely affected, will be immediately suspended from work and instructed to leave the workplace.

 

Employees with specific drug related problems are encouraged to notify the Head of Production in confidence to access counselling and support.

 

 

5.17  Electrical Safety

 

Fixed Electrical Wiring Installations – Office

 

All fixed electrical installations is subject to inspection and testing at least every five years in accordance with the IET Wiring Regulations and associated British Standards BS7671 or more often if things change. The tests and inspection retaining test certification records are retained by the Office Manager and making them available.

 

Damaged sockets, switches and floor mounted boxes are to be reported for action.

 

Portable Electrical Appliances 

 

All portable appliances must be inspected prior to use.  Any hired equipment will need to be tested and inspected by the hire company prior to issue, and the on location Gaffer or other designated person will double check that equipment displays the appropriate identification/test sticker.  

 

All portable appliances must be tested regularly by a competent person and records retained.  The regularity of testing will be decided by Risk Assessment.   

 

All electrical equipment should be visually inspected before use.

 

The Office Manager oversees PAT testing for the offices occupied by Open Mike Productions Ltd and retains the register.

 

Fixed Electrical Wiring Installation – Locations

 

All equipment and circuits will be protected from short circuit or current overload.  All electrical equipment and circuit(s) on location will be suitably tested and inspected as well as protected from adverse weather conditions.  The risk assessment will consider abnormal conditions and the control measures to be taken. 

 

Copies of BS7671 Electrical Installation Certificate for any fixed host power installation being used are to be held. The temporary system should comply with BS 7909.  Facilities such as contractors’ OB trucks, make-up vehicle, catering, toilet blocks, porta-cabins etc. with installed electrical systems must have a valid periodic testing and inspection certificate issued by a competent electrician every two years and retained for inspection.  There must also be evidence of a regular routine electrical check undertaken by a competent person every 12 months.  The person responsible for the facilities – e.g. supervisor, chef/driver, make-up artist etc., must have a basic knowledge and understanding of the electrical system

 

New systems will not be made live until all enclosures are complete.  Any circuits not in use should be locked off, the keys kept by a responsible person and not energised until authorised by an appointed competent person.

 

Only a qualified electrical engineer may repair, alter, maintain or adjust the fixed wiring.

 

Temporary Installations

 

All temporary site distributions systems, new permanent installations and extensions or alterations to an existing system – no matter how small - should be inspected and tested on completion in line with BS7909* - Code of practice for temporary electrical systems for entertainment and related purposes) and BS7671 -Requirements for Electrical Installations. IET Wiring Regulations by competent persons.

 

*BS 7909 deals specifically with the setting-up and use of temporary electrical systems in the entertainment industry.  The creation and removal of temporary electrical systems is required to happen safely and rapidly.

 

Responsible Person

 

The Producer will appoint a ‘Person Responsible’ who will manage and take responsibility for the safe use of electricity on the production. This ‘person responsible’ should have the knowledge, experience and competence to carry out this duty for the temporary electrical systems of the complexity that will be involved and attended a BS7909 training course and be up to date with current IET edition of the Wiring Regulations (currently 18th Edition).

 

As part of the requirements under BS7909 all temporary electrical systems over 6 kVA must be certified by a competent person, confirming that the temporary system is safely set up for use. 

 

As a minimum, there should be a completion certificate for temporary systems connected to each source of supply. This will need to be completed and handed over to the producer by the person deemed responsible and placed into the production safety file or similar.

 

 

5.18  Emergency Procedures

 

Arrangements will be put in place to deal with instances of serious and imminent danger (fire, gas leaks, explosion) disclosed by risk assessment.  Where such a procedure is the responsibility of someone other than the manager responsible for the building or location, that person will liaise with the building/location manager so that the impact on other occupants, and the arrangements with the emergency services are fully considered.

 

Information for staff and others about emergency procedures, including PEEPs where appropriate, will be particularly clear and simple.  Appropriate training or briefing will be given, and this will usually involve a rehearsal of the procedure.

 

 

5.19  Fatigue

 

The Producer will make a assessment of the risks of fatigue for the production and self-shooting Directors and will ensure that every departmental head/ manager in control of activities involving a significant risk of fatigue understands, assesses and controls those risks.

 

Fatigue depends upon the work being done. As well as sheer physical effects – increased muscle pain, reduced immune function, simple tiredness – fatigue affects mental resilience (increasing the risk of stress) and in particular affects concentration. People who are tired will make silly arithmetical mistakes, silly wiring errors, forget what they have just done, not see mistakes etc., which is one thing in an office but quite another when fixing explosives, lighting a set, checking continuity or allocating cues.  People who are fatigued also become restricted in the range of their thinking, making poor quality one-dimensional decisions. This is bad for business and dangerous in risk assessment.

 

Travelling time to and from work will be also taken into consideration.

 

 

5.20  Fire

 

5.20.1  Fire - Office Premises

 

The Regulatory (Fire Safety) Order places a duty on the ‘Responsible Person’ to carry out a Fire Risk Assessment.

 

The ‘Responsible Person’ for the office has:

 

Fire information notices have been posted respect of the:

·        fire alarm for the site (e.g. a ringing bell, siren, verbal shouts of “Fire Fire” etc.)

·        location of the assembly point

·        fire exit route signage

·        procedure for calling the emergency services

·        names of the fire wardens.

 

All employees must be trained in fire awareness and the Emergency Plan as part of induction training.

Routine monitoring and inspection by Fire Wardens takes places and action taken to in event of a shortfall.

 

5.20.2  Fire – Production

 

Fire is risk assessed on a production by production basis. Fire evacuation procedures will be established as part of pre-production planning where there is a shared responsibility for fire prevention e.g. studios, multiple occupancy buildings.

 

5.20.3  Fire – Lithium Batteries

 

Lithium batteries are used extensively and found in drones, mobile phones, notebooks, cameras, tools, highbred electric vehicles, large generators, electric cars etc.

 

Electric vehicle collision, dangerous use, overcharging and rapid charging e.g. camera batteries in hotel rooms or overnight causing thermal runway (a cell rapidly releases its stored energy) are the main cause of fire and electric shock. A fire involving Lithium is very difficult to extinguish and the smoke generated is toxic isocyanate.

 

Lithium batteries must be assessed as part of Fire Risk Assessment for the workplace and the production risk assessment.

 

The following rules apply:

·       Overcharging and rapid charging is not permitted

·       Mandatory signage displayed in re-charging and storage areas

·       Camera batteries where in use including charging and storage areas must have an AVD extinguisher

·       Batteries are to be sourced from approved suppliers not from the internet where standards are unknown

·       Fire action and emergency to include battery fire

·       Fire Marshals training to include lithium batteries and this type of fire

 

5.20.4    Fire Wardens

 

Fire Wardens have responsibilities both to prevent fire and in the event of a fire starting and will. 

 

·       become familiar with fire zones, escape routes, fire point etc.

·       ensure that fire escapes free from obstruction and clearly identified

·       monitor the placement of fire extinguishers, carry out routine fire inspections and take action as necessary

·       check their allocated zone and encourage all people to evacuate

·       participate in fire drill debriefings

·       to ensure that nobody re-enters the building for any reason where this duty has been assigned 

 

 

5.21  First Aid  

 

Open Mike Productions Ltd provides or ensures first aid provision of equipment, facilities and personnel following an assessment of first aid needs appropriate to the circumstances (hazards and risks) of each workplace and production support for enabling first-aid to be rendered to staff if they are injured or become ill at work. Line Producers take the lead on first aid provision for Production and the Office Manager takes the lead on Offices occupied by the company.

 

The first aid needs assessment will take into account young people, trainees, pregnant women, people with disabilities or particular health problems, where known (e.g. asthma, diabetes, peanut allergy, epilepsy or a history of heart disease and mental health). Non-employees into account and provision made as necessary depending on the activity and circumstances e.g. visitors, an event attended by the public etc.

 

First aid incidents are to be reported to the First Aider and treatments recorded on the Accident Report Form

 

Defibrillator Provision

 

Health and safety legislation does not require the company to have an automated external defibrillator (AED) in the  workplace. Where it has identified through their needs assessment to provide an AED in the workplace, then the Provision and Use of Workplace Equipment Regulations 1998 (PUWER) apply. For the purpose of complying with PUWER in these situations, the company will provide information and written instructions, for example from the AED’s manufacturer, on how to use it. However, fuller training is likely to make the user more confident and is now an integral part of the syllabus for FAW and EFAW courses.

 

Office

 

A fully stocked first aid kit is supplied in the Open Mike Production Ltd office’s and the names of the first aiders are displayed in a prominent place.

 

The first aid provision and emergency response arrangement in place in the office and for production must form part of the induction training and information communicated e.g. call sheet, production risk assessment.

 

Training and Levels of Provision

 

Only people nominated who are suitably qualified are permitted to administer first aid / emergency response. The HSE identify different levels of first aid provision

 

Appointed Person (AP)

 

When an employer's first-aid needs assessment indicates that a first-aider is unnecessary, the minimum requirement is to appoint a person to take charge of first-aid arrangements. The roles of this appointed person include looking after the first-aid equipment and facilities and calling the emergency services when required. They can also provide emergency cover, within their role and competence, where a first-aider is absent due to unforeseen circumstances (annual leave does not count).

 

To fulfil their role, appointed persons do not need first-aid training. However, emergency first-aid training courses are available.

 

Emergency First Aid at Work (EFAW) and First Aid at Work (FAW)

 

For regulatory purposes, successfully completing an EFAW training course will enable the student to act as a first-aider in the workplace. The role of the appointed person remains and there continues to be no regulatory requirement for such personnel to undertake first aid training. However, employers can still send appointed persons on basic first aid training such as on EFAW courses, in which case they would become first-aiders in regulatory terms.

 

A first-aider is someone who has done training appropriate to the level identified in the needs assessment. This may be: first aid at work 3 day training course (FAW); or 1 day emergency first aid at work (EFAW); or some other first-aid training appropriate to the particular circumstances of the workplace.

 

Other First Aid Training

 

First-aiders with EFAW or FAW may be required to have additional training in

 

 

Training can either be provided to existing FAW-qualified staff or additional staff can be trained in paediatric first aid.

 

Production Medical Provision

 

The required medical provision for a production will be indicated from the production, the SFX or Stunt Coordinators, Animal Handler etc risk assessments, with the addition of Ambulance cover being selected taking into account local authority response times, remote locations and being a burden on local NHS resource.  Currently Emergency First Aid at Work is a workplace qualification and as such doesn’t encompass the treatment of minors e.g. paediatric first aid if operating in a school.

 

First Aid and Health Care Professionals appointed for production are to be suitably competent, registered where necessary and trained. The Safety Advisor will give advice to the Producer on competency levels as aligned to the Production Safety Group guidelines for the following:

 

·       Community First Responder

·       ACA / PTS (Ambulance Care Assistant)

·       FPOS (First Person On Scene)

·       FREC (First Response Emergency Care 1-5)

·       ECA (Emergency Care Assistant)

·       Registered Nurse:

·       IHCD Ambulance Technician

·       HCPC Registered Paramedic

·       Firefighter Medic / Trauma carer

·       HART (Hazardous Area Response Team) Paramedic or Technician

·       Paramedic Practitioner

 

First Aid Kits

 

First aid kits must be readily accessible and stock fit for intended purpose within their best before date and the kit routinely inspected by a nominated staff member or First Aider.

 

Kits must not include tables or medication to treat illness with the exception of asprin to treat a suspected heart attack. Aspirin should not be stored in the kit but in a separate container.

 

Plasters are routinely used and additional supply to supplement the first aid kit is recommended

 

First aid kit content may be supplemented with sterile disposable tweezers, scissors, mouth guard, burn blot, foil blankets following first aid needs assessment.

 

For those who travel long distances or are continuously mobile should carry a personal first – aid box and issued with personal communicators/mobile phones.

 

Automated External Defibrillators (AEDs)

 

The Provision and Use of Workplace Equipment Regulations (PUWER) apply to AEDs (maintenance inspection test battery fully charged etc.) where in use in the workplace and supplied by the company following first aid needs assessment. Information and written instruction from the manufacturer of the AED, on how to use it must be given to First Aiders.

 

 

5.22  Flying

 

Filming and carrying passengers (crew, presenter etc) in an aircraft is considered to be commercial passenger flight and activity by the CAA in all cases including travelling on a flight (scheduled / non-scheduled) flown by a Private Pilot. In all cases the Safety Advisor must be contacted for advice

 

The Producer must check the following documentation is in place

·       Air Operator Certificate (authorises Public Transport by the pilot / operator)

·       Air Worthiness Certificate (aircraft)

·       Pilot commercial licence ( minimum 1500 hrs experience) and competency to undertake the task

·       Public and Passenger Liability Insurance

 

Other factors taken into consideration as a minimum:

·       Civil Air Aviation (CAA) Regulations

·       Safety, both on the ground and in flight

·       Ground to air communications

·       Type of aircraft involved, type of activity and environmental conditions

 

Health Restrictions

 

Seek advice from the Safety Advisor

 

·       No member of staff should fly above 8,000 feet if they cannot clear their Eustachian tubes (part of the inner ears)

·       Special restrictions apply for pregnant women

·       Special restrictions apply following a dive

 

Long Haul Flights

 

When booking long-haul flights, the following must be taken into account

 

·       Fatigue and time differences

·       Deep Vein Thrombosis

·       Transport to and from the airport (drivers)

·       Manual handling

·       Kit luggage – loss, damage

·       Insurance

 

5.23  Gas Safety

 

Gas fittings and gas flues wherever fitted in any workplace occupied by the company are subject to annual gas safety checks on gas appliances and fittings are made once every 12 months by a Gas Safe Registered Engineer. Records for the last 2 years by the Office Manager who oversees the annual gas boiler test.

 

Work on gas appliances or fittings will only be carried out by a ‘Gas Safety Registered Engineer’.  The only exception is hot air ballooning, or the use - on locations – of portable gas heaters.

 

Gas Safe Registered Engineers will be sourced from the Gas Safe Register

 

https://www.gassaferegister.co.uk/find-an-engineer/

 

The Location Manager will make such checks in advance of filming for locations.

 

5.24   Heights

 

The risks of any person falling from height, or of objects falling onto people from height, will be eliminated or controlled.  The assessment of outdoor work at height will include weather effects including windy conditions.

 

Where there is work at height the manager responsible for the work will ensure arrangements are made to control the risk, and prevent any person, tools, equipment or materials from falling.  Specific fall arrest, restraining devices and tool belts will be used.

 

When working on roofs, special consideration will be given to the material and weight-bearing capacity of the roof.  The risk assessment should take into account advice from a competent person.

 

5.25  Home Working

 

Although the home working location is not under the direct control of an employer, the company remains responsible for ensuring that measures are taken to reduce the likelihood of an injury or ill health happening to a home worker (or even damage to their property).

 

The company must ensure that home-workers fulfil their health and safety duties while working from home. It is expected that most, if not all homework, is deemed to be ‘low risk’ and will involve using a computer.

 

 

It is expected that most, if not all homework, is deemed to be ‘low risk’ and will involve using a computer.

               

 

Checks must also be made to ensure workers are routinely monitored and are not isolated

 

5.26  Lifting Operations and Lifting Equipment (LOLER)

 

Lifting operations will only be carried out subject to risk assessment. 

 

Recces will be carried out for all lifting operations and should take into account factors such as ground and weather conditions as well as the load, the way it is secured, the operator and rigging activity.

 

The operation and safety of camera cranes and jibs will be aligned to the Association of Studio and Production Equipment Companies (ASPEC) Guidance in the Provision and Safe Operation of Camera Cranes.

 

Operators carrying out lifting operations are to be trained and competent to carry out their work tasks.  Producers will ask to see relevant CITB ID cards, BECTU Grips and Crane Technicians http://www.gripsbranch.org.uk/members.php

 or check membership and through examination inspection certificates for equipment.

 

A written scheme of thorough examination will be followed for every item of lifting equipment.  Each item will be examined at least every 12 months and, if used for lifting persons, at least every 6 months. The Safety Advisor will give guidance.

 

 

5.27  Lighting Grids

 

Grids used for supporting lighting or flown scenery will be risk assessed and controlled when work takes place.  The risk of items and people falling is controlled by

 

·     Use and hire of studio technicians

·     Use of harnesses affixed to anchorage points / lifting plant

·     Working without handrails and barriers prohibited

·     Access to the grid controlled to authorised persons only

·     By not taking loose items onto the grid

·     Fitting safety bonds to lighting and flown scenery to prevent falls.

·     Safe working limits marked on each part of the grid

·     Weight of flown item known and communicated in advance

·     Provision of test certificates for safety bonds

 

5.28  Locations

 

Working on location brings many more hazards than studio productions.  These hazards will be identified and assessed during recces the production management e.g. Location and appropriate measures taken prior to activity commencing on the site. 

 

Information about specific risks and hazards on the location will be communicated to workers through call sheets and risk assessments.

 

5.29  Lone Working

 

See also Self Shooting Operators

 

The Supervisor of any person who works alone will assess and, as necessary, control the risks involved in working alone.  As a minimum, lone working control measures will include a check-in procedure.

 

Some work may never be carried out alone – e.g. work on live electrical systems, near water, at height, working with children etc.  Some people may not work alone – for instance someone with moderate to severe epilepsy.

 

5.30  Manual Handling

 

Whenever possible, significant manual handling activities will be avoided. If this is not possible, tasks will be thoroughly assessed by a competent person, and actions taken to reduce the risk of injury as far as are reasonably practicable. This may be through making the load lighter, splitting the load up to make it more manageable, using trollies or other handling aids, arranging extra assistance, arranging parking close to the drop off point etc.

 

5.31  Night Work

 

Working at night requires the Producer to carry out an additional assessment of all areas, with particular reference to darkness, cold and fatigue.

 

5.32  Noise

 

Managers, in conjunction with the Company Safety Advisor, will identify places or activities in which staff might be exposed above the Lower Exposure Action Values (a daily or weekly personal noise dose of at least 80 dB (A) but less than 85dB(A)) without taking any account of the use of hearing protection, and will then ensure the noise risks are assessed and controlled.  Noise assessments require particular competence.

 

When exposed between the Lower and Upper Action Values, people will be told about the risks and offered suitable and efficient personal hearing protection, but they are not obliged to wear it.

 

When exposed above the Second Action Value (a daily or weekly personal noise dose of 85 dB (A), steps will be taken to reduce exposures below this value, preferably by eliminating the activity, or reducing the noise level at source (e.g. turning down the volume), less preferably by, e.g. controlling the duration of exposure, least preferably by providing personal hearing protection.

 

When exposures remain above the Second Action Value because they cannot be reduced or because reduction will take time, people exposed will be provided with suitable and efficient personal hearing protection, and they will wear it.  It will be noted that hearing protection only protects the user and then only while it is being used.

 

5.33  Office

 

The company will ensure:

·       Any such device will be safe for use in that environment and switched off when not in use

·       The target temperature range is 19 to 23 degrees Celsius and no less than 16

·       There is a sufficient supply of fresh air.

·       The offices, desks and other equipment are cleaned at least once a week, and waste is removed every day.

·       The general lighting is adequate and minimises glare.

·       Toilet and washing facilities are maintained in a clean and fully equipped state.

·       Drinking water is readily available.

·       Sufficient working space to each individual is sufficient to work and move around safely.

·       The background noise level is not so high as to interfere with concentration.

·       There is safe storage of equipment and papers.

·       There is a sufficient level of security

·       Routine monitoring checks and inspections are carried out

 

5.34  Overseas

 

People working and travelling abroad working on behalf of the company shall, so far as this is practicable, receive the same level of health and safety protection as though they were working in the UK. 

 

A risk assessment will be made as part of the pre-production planning stage by the Producer.

 

The following factors to consider apply to all travel arrangements:

·       Effective health and travel insurance

·       Medical emergency and response – health problems increasing risk

·       Fatigue

·       Coordinated check in times

·       Accommodation and transport

·       Kit luggage and equipment

·       Fixers  who have a good understanding of written and spoken English

·       Vaccination and disease prevention measures

·       Any travel-induced health problems identified upon return

·       Special instruction  

·       Weather

 

Travel to countries or areas where the FCO has advised that UK citizens should leave/not attempt to visit must not be made.

 

 

5.35  Permit-To-Work

 

In addition to risk assessment, some particularly hazardous activities require a Permit to Work (PTW).  A PTW is a formalised procedure to ensure that essential steps have been implemented in the correct sequence and that vital information has been given to key people.  A PTW does not in itself make work safe, but is a guide and spur to increased observance by the people involved.

 

Permits to Work will be required for, among other things:

·        Hot work within a building or on a location.

·        Work on live electrical systems/equipment.

·        The disablement of fire detection or alarm systems.

 

A PTW may only be issued on a shift-by-shift basis, and all PTW forms will be passed through the Safety Advisor in good time before the work will begin.

 

 

5.36  Personal Protective Equipment (PPE)

 

Where risks cannot be sufficiently reduced by other means, or where those other means cannot yet be implemented, staff (and others as necessary) will be supplied with personal protective equipment (PPE). 

 

PPE where issued must

·       Be fit for purpose

·       Suitable and fit the person

·       Subject to inspection maintenance and cleaning

·       Be used and worn correctly by the person following instruction

 

 

5.37  Pregnant Workers

 

When a woman declares that she is pregnant, or when it becomes obvious that she is pregnant, the company will  assess the risks of her work with the assistance of the Safety Advisor.  The assessment will be kept under review as the pregnancy progresses. 

 

A similar assessment will be made when a woman who has recently given birth or is breast-feeding returns to work.

 

5.38  Pressure Systems

 

Special Effects teams may use such pneumatic / compressed air systems equipment for their effects and the Producer should ask to see the appropriate evidence for design safety inspection certification for contractors’ pressure systems used either within the set design or production where air pressures exceed 0.5 bar.

 

Location Manager will make checks to ensure legal compliance for pressure boiler systems on location where fitted and likely to be in use for the production.

 

5.39  Props and Practicals

 

It is the duty of suppliers to ensure items supplied are safe and labelled as such. Items not delivered with evidence of a test become the responsibility of the Production to inspect and test prior to use.

 

5.40  Radiation

 

Where an activity under the control of the company might involve a risk of exposure to ionising radiation there will be an assessment of the likelihood and potential scale of exposure.  Such an assessment should be based on advice from a Radiation Protection Advisor – either commissioned by the company or employed by the organisation controlling the source of radiation. 

 

Where any person receives a significant exposure a written record of that exposure will be placed on the individual’s personal file (if staff) and they will be given a copy of the record together with an explanation of its significance. 

 

Exposure to the sun will be identified in risk assessments and appropriate measures taken to control the risks of excessive sun exposure.

 

Exposures to radio-frequency radiation will be kept below daily personal exposure levels and below short-term exposure levels.  Exposures above the limit will be reported as ‘accidents’.

 

The use of display lasers will be supervised by a competent person.

 

Communication lasers above Class I will be clearly labelled.  Fibre-optic links will be so labelled and/or protected so that the risk of any person being exposed to the beam is insignificant. 

 

If any person’s unprotected eye is exposed – even briefly – to the beam of a laser of Class 3B or higher, or is exposed to a class 3A for more than a few seconds, that person will be examined by an ophthalmological consultant within 48 hours.

 

Any member of staff who regularly works with display lasers will be subjected to Health Surveillance.

 

5.41  Rehabilitation

 

Where a member of staff is injured or made ill by their work and as a result is unable to perform their normal duties for a period longer than one week, the Safety Advisor will be contacted to assess and determine what efforts the company can and should make to assist that person’s return to full fitness for work.

 

5.42  Road Safety

 

Special consideration to Health and Safety will be given when filming on or near roads. 

 

The Producer will need to go through relevant channels with local authorities to gain permission to shoot on a road.  Full risk assessment and control procedures will be carried out well in advance, with an emphasis on crew visibility, good communication and signage.

 

The RIDDOR Regulations do not apply to road traffic accidents but other injuries sustained such as filming in the road, injury removing and placement of items into vehicles and sustaining injury is reportable. All traffic incidents are to be notified to the Safety Advisor.

 

5.43  Scaffolding

 

Producers will satisfy themselves of the competence of scaffolders to design and erect / strike scaffolding by sourcing Riggers and Scaffold contractors from The Joint Industry Grading Scheme www.jigs.org.uk

 

Scaffolding being used for a period of time will be inspected on a regular basis by a competent person, who should produce a written record.  Inspections should also be carried out after serious weather or any incident that may affect the stability and strength of the scaffold.

 

 

 

 

5.44  Security

 

Unauthorised persons can threaten the physical and/or mental safety of our staff, contributors and guests; they can threaten our equipment, and they can jeopardise our productions.  Secondly, trespassers can endanger themselves. 

 

Effective arrangements are in place for the office (controlled entry, receptionist, visitors with host etc) and the production risk assessment will identify the location, studio security measures to control unauthorised access, and ensure everyone understands the key emergency procedures.

 

Arrangements for security will not significantly compromise safety – for instance, by requiring three hands to open a door, or by requiring excessive amounts of equipment to be carried at a single time. 

 

Responding to Security Incident:

 

 

5.45  Self-Operating Directors

 

Self-Operating may involve a person working on their own (lone-op) or in a small team. If working on their own then guidance on lone working should be followed in addition to that for self-operated filming.  The self-op shoot can be planned or unplanned and this guidance should support you for both eventualities. The Producer must always complete a risk assessment for lone working and self op shoots, taking current Director UK guidelines into account

 

Director UK Self Operating Directors Guidelines

 

This guidance is not appropriate for assignments in Hostile Environments.

 

What can go wrong?

 

Responsibilities

·       It is the commissioners’ responsibility to make sure that whoever they commission is competent to undertake the assignment. Using this guidance, they should discuss with the production team how risks will be managed.  

·       It is the production team’s responsibility to ensure there are suitable safety arrangements in place.  This should involve:

o   checking that there are sufficient resources (including time and personnel) to enable the control measures described to be put in place

o   discussing concerns raised and taking appropriate action to alleviate the risks

 

Is self-op or lone-op appropriate?

 

The decision whether to shoot traditionally or self-op should be largely influenced by editorial/creative factors. The decision to employ lone-op however, involves additional risks.

Lone-op will not normally be appropriate in the following circumstances

 

Lone-op may not be appropriate in the following circumstances:

 

Operational controls

 

Once it is determined that self-op is appropriate the following operational controls (Do’s and Don’ts) should be considered as part of your risk assessment.

 

Do

Don’t

 

 

5.46  Smoking

 

All workplaces including vehicles used for company purposes are smoke free and no smoking signage on display.

 

The company recognise that are very few exemptions to the new Smoke-free Regulations, however, Part 2 Section 6 of the Smoke-free (Exemptions and Vehicles) Regulations 2007 for England does refer specifically to actors/performers, stating:

 

Performers

 

Where the artistic integrity of a performance makes it appropriate for a person who is taking part in that performance to smoke, that part of the premises in which that person performs is not smoke-free in relation to that person during his performance

 

In allowing actors/performers to smoke during a performance in an otherwise smoke-free workplace, the following procedures will be followed in addition to assessing and reviewing the fire precautions in place for the set:

 

1.     When working in a location such as a domestic residence, or a workplace which is normally subjected to the Smoke-free Regulations, and there is a need for smoking “in-vision” to take place, the Location Manager explains the “Part 2 Section 6 Performer Exemption” to the homeowner or person in control of the part of the premises being used and a written consent is obtained from them to allow smoking within their property.

2.     Only the designated performer(s) shall be permitted to smoke.

3.     Consent should be obtained from the crew and any other persons who may be affected by the smoke.

4.     Care shall be taken not to expose the crew, cast and others to second-hand smoke for extended periods of time. Location Managers are required to ensure that there is adequate, effective ventilation in place.

5.     Areas of the premises where smoking will take place will be agreed in advance. It is only those areas which will be deemed a smoking area, and then only in relation to the designated performer during his or her performance.

 

No exemption applies for Northern Ireland or Wales.

 

5.47  Special and Visual Effects

 

When an explosive or pyrotechnic effect is needed the Producer will ensure that a competent special effect technician at with the appropriate grade is engaged to control the effect sourced from The Joint Industry Grading Scheme www.jigs.org.uk

 

A thorough Risk Assessment will be carried by the SFX technician taking into account ancillary risks and procedures in the event of the effect not occurring as planned.

 

All cast and crew will be fully briefed before participating in a rehearsal on risk controls.

 

5.48  Stress and Mental Health  

 

Health and Safety includes not just physical but also mental health.

 

Open Mike Productions Ltd has a commitment to

 

 

Wherever possible, work should be organised to promote the well-being of workers (and others involved in the production).  When budgets are tight, the welfare of the crew should not be treated as a luxury.

 

Stress is the body’s reaction to too much of the wrong sort of pressure.  Stress can be caused by (amongst other things) shift work, task design, organisational factors as well as “home” factors.  Both overload (too fast, too much, too difficult) and underload (boredom, no prospects) can be a cause.

 

Stress will be subject to risk assessment and as with other assessments, individuals or groups at particular risk will be identified – Producers and senior managers are not expected to be psychotherapists, but should take into account any disclosures about significant other pressures, or any known previous stress-related illness.  As far as is reasonably practicable staff should be directly involved in the assessment process and have a positive input into devising control measures.

 

Staff should report to their direct supervisor:

 

All reported incidences of stress are to be recorded on an Accident Report Form and sent to the Head of Production   or notified to the Safety Advisor in confidence. Stress is not RIDDOR reportable but all reports will be investigated and action taken in line with the HSE stress standards.

 

 

5.49  Stunts

 

Competent stunt coordinators will be sourced by the Producer from:

 

The British Stunt Register

www.thebritishstuntregister.com

 

The stunt coordinator with the relevant health and safety grade will be engaged to assess the risks, provide the necessary training and oversee the stunt. Health and safety grading is not reflective of craft skill e.g. horse riding and competency skill which must be assessed and discussed.

 

Stunt artists are responsible for taking measures to ensure their own safety and that of others who may be affected by their activities while they are performing the specified stunt. This responsibility extends to the selection of equipment and materials used.

 

No member of the public or child may participate in a stunt or be put at serious risk of injury by the performance of one.  When cast, contributors and crew are involved in stunts, an assessment of their fitness will be made.

 

Whenever stunts are undertaken no change will be made from the planned procedure without the knowledge of the appointed stunt coordinator.

 

5.50  Studios

 

The Producer will discuss and agree with the studio building manager responsibilities for Health and Safety including but not limited to:

 

5.51  Violence

 

Violence should be assessed, controlled and reported in the same way as other health and safety risks.  The Producer will Risk Assess reasonably foreseeable situations for violence and put in place controls.

 

The risks include serious or persistent harassment (which may include racial or sexual harassment), extortion, intimidation, abuse, theft of equipment or money, threats and actual physical attack.  As well as emotional/mental injury, people may be physically injured or even killed. 

 

Children and young people should not be exposed to the risk of violence.

 

Direct Supervisors will assess, control and manage the risks of violence.  In particular:

·        Managers of reception and security staff will assess the risks of verbal abuse. 

·        Managers of staff who handle significant quantities of cash or valuable goods will assess the risks of violent theft.

·        Programme makers will consider violence in their risk assessments, particularly if working in a place which is politically unsettled, or has high levels of street crime or gang activity, or a significant threat from people under the influence of drugs or alcohol. 

 

If a dangerous weapon (which might even include an aggressive dog) is produced unexpectedly, staff will withdraw immediately.

 

Staff who are subject to violence should complete an accident or incident report form, obtain appropriate medical assistance for physical injuries, and contact the staff counselling service (via the Company Doctor) if they require assistance with mental/emotional injury or require support during the incident investigation.

 

Intoxication, by whatever means, will not be accepted as an excuse for violent behaviour, and may provoke disciplinary action.

 

5.52  Visitors

 

Every visitor will have a host who is responsible for:

·       Establishing special need provision – access / exit in emergency / welfare.

·       Supervising and escorting the visitor

·       Giving instruction to the visitor e.g. emergency arrangements, rules and risks

·       Ensuring personal protective equipment issued is worn and properly used.

 

5.53  Weapons

 

Weapons, including replicas and dummy firearms, can only be used with the authority of the Producer.  Advice will be sought from the Safety Advisor on arrangements and procedures regarding the use of weapons.

 

An armourer or designated competent person will be present at any studio or location where weapons are used and will be responsible for the weapons’ storage and handling at all times in line with Police and legislative guidelines.

 

Adequate insurance and liability will also be arranged for any weapons.

 

5.54  Work Equipment

 

The safe use of any machinery or equipment will be defined by the Direct Supervisor responsible for its use on the basis of a risk assessment. 

 

New, second-hand or hired machinery or equipment will be checked for compliance with the Provision and Use of Work Equipment Regulations and a risk assessment carried out before it is brought into use. 

 

Before any item of lifting equipment is brought into use for the first time it will be thoroughly examined by a competent person unless it has been supplied with physical evidence of examination or, if brand new and never used, has an EC declaration of conformity.

 

All guards will be in place when any machinery or equipment is used.  For fixed items of equipment, the Direct Supervisor will, each day, check that all machinery safeguards are in position and secure.  Interlocks will be in good condition and fully operational.  Defects are to be remedied before the machinery is used.

 

Designated, competent, people may remove guards for the purposes of adjustment, lubrication etc., but this will not be carried out with dangerous parts of machinery in motion.  Guards will be secured before the machine is run.

 

Any maintenance schedule will be planned on the basis of a competent risk assessment.

 

5.55  Water Management - Legionella

 

Legionnaires disease is a form of pneumonia caused by the inhalation of airborne droplets (e.g. shower spray, cooling tower drift, sludge slime) containing Legionella pnemophila bacteria.

 

The bacteria can be found in the freshwater supply, mud and but once it enters the water system in a building the risk of proliferation increases due to

 

·       Low water turnover - derelict empty buildings, disused pipework and taps, recycled air conditioning water

·       Water temperatures maintained between 20-45 degrees

·       Accumulation of sludge, slime, limescale - water outlets, tanks

·       Lack of water treatment regime

 

The main risk is likely to be when travelling overseas where water systems will be less well maintained than in the UK. In the UK there are legal guidelines under COSHH on how to manage the risk from legionella. HSE technical guidance is given in HSG274 and the ACOP L8 “Legionnaires' disease. The control of legionella bacteria in water systems”

 

Office

 

The Office Landlord is responsible for ensuring that the office water system is properly maintained; that a Legionella risk assessment is carried out by a competent person; records are held and that the assessment is reviewed.

 

Legionella Risk Control Precautions

 

 

Production

 

The person responsible for hiring or renting the premises or location e.g. Producer and Locations Manager should check the following is in place

 

·       A Legionella Risk Assessment

·       Written control measures (written scheme)

·       Records of precautions and tests

·       Someone who is nominated as responsible for the safety management of the water systems.

 

Other areas of risk include crew showers, facility vehicles and catering, dunk tanks and rain effects.

 

In the event of water quality concerns when travelling to warm climates

 

·       Avoid using or sitting by spas, Jacuzzis

·       Run taps and shower heads for at least a 2 minutes each day

·       If water quality is particularly poor do not use showers which create fine sprays e.g. when under high pressure

·       Swimming pools which appear to be clean and smell of chlorine are unlikely to be a risk

 

5.55.1  Water – Filming On

 

The Producer and Locations will seek advice from the Safety Advisor along with the best available local professional advice at the pre-production planning stage and form part of a thorough risk assessment of the taking into account weather conditions, tides, currents, non-swimmers, rescue, health hazards, access and egress etc.

 

Pre notification will be made to the Maritime and Coastguard Agency (sea) or the Canal and River Trust as appropriate to ensure compliance with any of their requirements when filming.

 

Any vessel used for filming purposes will:

·       Be suitable for use

·       Comply with relevant inspections, maintenance etc.

·       Have the appropriate relevant certification.

 

It will be ensured that a competent captain mans any craft involved and all persons on boats should be equipped with a suitable lifejacket.

 

 

5.56  Welfare / Work Environment

 

Suitable and sufficient welfare arrangements are in place in the office with routine monitoring carried out to ensure arrangements remain fit for purpose.

 

The Producer will ensure all activities take place in a safe and healthy working environment and that full welfare preparations are carried out.  These include supplying / access to:

·        Toilets and hand-washing facilities.

·        Drinking water.

·        Access to suitable food, and areas to eat.

·        Reasonable thermal environment or suitable protective measures.

·        Shelter and rest areas.

 

Particular attention will be paid to the potential for difficult weather conditions on location during risk assessments.

 

5.57  Young Persons

 

See also Children   

 

A young person is someone under 18 who has not reached the minimum school leaving age (usually 16). Anyone caring for, training, supervising or being in sole charge of a young person will be vetted.

 

Young persons present on work experience will have a personal Risk Assessment undertaken prior to commencement of any work placement, with a copy of the Risk Assessment passed to the school, parents or guardian.

 

Young people are specifically prohibited from certain high risk work, including:

·        Working and operating dangerous machines and catering equipment.

·        Lifting excessive weights.

·        Handling devices containing explosives – (including fireworks).

·        Cleaning machinery in motion.

·        Working with fierce or poisonous animals.

 

If the risk assessment finds that a significant risk remains despite risk control efforts, then a young person will not be employed to do the work.

 

6.0         Annex 1 – health & safety production plan checklist

 

This Production Health and Safety Plan Checklist is designed to help you work through the basic actions you will need to take on this production. Please note that this is not exhaustive and there is space at the end for you to add further actions that are specific to your production.

 

Timescale

Possible Actions Necessary

Date Done

Initials

Pre

Staff and crew working in the office/location/ studio  to receive induction training and information as necessary 

Topics to  include

  • Fire and Emergency
  • Welfare
  • Lone Working
  • Site Rules
  • Disability Access Arrangements
  • Security
  • Risks
  • Parking

 

 

Pre

Contact the Safety Advisor and arrange a meet and greet

 

 

Pre

Health and Safety Policy communicated  - Recipients:- Producer, Line Producer, Director, 1st AD, 2nd AD, 3rd AD, Location Manager, Heads of Department.

 

 

Pre

Role and Responsibilities outlined in the Health and Safety Policy incorporated into contracts  and circulated

 

 

Pre

Set up / source Health and Safety file on computer system so documents can be retrieved

 

 

Pre

Check crew competency and health conditions

 

 

Pre

Check talent competency and health conditions

 

 

Pre

Identify disabilities and seek advice from Safety Advisor

 

 

Pre

Check PACT contractors list or notify Safety Advisor where assessment required

 

 

Pre

Identify fire / first aid / emergency response arrangements

Think about

  • Filming Activity
  • Location
  • Cast and Crew
  • Talent
  • Security

 

 


Pre

Obtain source issue discuss and retain

  • Accident Report Form
  • General Risk Assessment Form
  • H&S Guidelines
  • First Aid Kit
  • Fire extinguishers
  • Personal protective equipment
  • Special site rules
  • Site maps
  • Design plans

 

 

Pre / Ongoing

Complete Production Risk Assessment, distribute, communicate, reassess in event of change in editorial – send to Safety Advisor for checking

 

 

Pre / Ongoing

Source Contractor / Specialist risk assessments – send to Safety Advisor for checking

 

 

Pre / Ongoing

Arrange special training courses where necessary – retain evidence

 

 

Ongoing

Maintain contact / give regular feedback to

  • Head of Production
  • Safety Advisor

 

 

Ongoing

Maintain contact keep a check on

  • Self-Shooting Directors
  • Lone Workers

 

 

Ongoing

Report fatalities, fines, accidents, incidents, near misses, damage, theft, fires, health and safety complaints, abuse, security breach, potential insurance claims, vehicle collision, anything else with corporate liability or safeguarding implications to

  • Head of Production
  • Safety Advisor

 

 

Ongoing

Monitor check

  • First aid and treatments
  • Fatigue and Stress
  • Self - Shooter/Lone Workers
  • Location  (fire / risk)
  • Working practices
  • Weather and Welfare

 

 

Post

Arrange review meeting with Head of Production to recommend improvements

 

 

Please add any other necessary actions below that are not noted above

 

7.0         Annex 2 – General Risk Assessment Guideline

 

Open Mike Productions Ltd has aligned its Risk Assessment Guideline to HSE Leaflet ‘Health and Safety in Audio-visual production your legal duties’ INDG 360 10/02

 

What is risk assessment?

 

Risk assessment is a careful examination of what could cause harm to people, so the production company/producer can weigh up whether adequate preventive or control measures have been taken or more should be done to prevent harm and to ensure that minimum legal standards are met. You need to determine whether there are any significant hazards involved with the production activity and whether sufficient precautions have been taken to reduce the risk. A hazard is something that can cause harm, eg chemicals, electricity, noise, work at height, loose cables.

 

A risk is the chance that somebody will be harmed by the hazard, usually classified as high, medium or low.

 

Who should do risk assessment?

 

A competent person, who has knowledge, experience and understanding of the task or activity under assessment, should carry out the risk assessment. If special technical knowledge is required, more than one person may be required, including someone who has the necessary competence in the particular activity, eg stunts, special effects, flying, animals, set design.

 

The producer is responsible for ensuring that risk assessments are completed for their productions. In practice, they may delegate risk assessment to other people, such as production managers, designers, heads of departments, the location manager or the unit manager. In this case, the producer must ensure that:

 

● the person delegated is competent to perform the assessment, if necessary, by providing training in risk assessment procedures or other aspects of health and safety;

● the assessment is carried out;

● necessary controls are implemented effectively throughout the production;

● the assessment is reviewed where changes or new circumstances have made the original assessment no longer valid.

 

For small-scale productions in low-risk situations, eg those involving a single camera or small crews, it is likely that the assessment can be carried out by the crew on the ground. The production company/producer must ensure that crew working on this style of production have the necessary competence to perform risk assessment and implement effective controls. In the case of ‘non-production’ activities, the responsibility for assessment rests with the departmental manager. Again, they are likely to delegate the assessment to others but will still retain the responsibility for ensuring that those to whom they delegate are competent to perform the assessment, that the assessment is carried out and the necessary controls are implemented effectively and reviewed.

 

How do I carry out a risk assessment?

 

There are five simple steps in risk assessment:

 

Step 1 Look for hazards

 

Don’t get bogged down with trivial hazards; concentrate on those posing a significant risk of injury or harm.

 

Step 2 Decide who might be harmed and how.

 

Think about who may be affected and those who are particularly at risk.

 

Step 3 Evaluate the risk

 

Consider the chance and severity of harm that each hazard may cause, taking existing control measures into account. Judge whether an actual risk (high, medium or low) is likely from the identified hazard.

 

Determine the necessary control measures using the following hierarchy of approach:

● avoid the risk completely; but if this is not possible

● reduce the risk to acceptable levels;

● provide training and instruction, and personal protective equipment if the risks cannot be controlled in any other way;

● reduce risk at source by developing safe systems of working, giving collective measures priority

 

Step 4 Record the significant findings

 

The significant findings of the risk assessment should be recorded and communicated to those people who may be affected. In practice, this means ensuring that the production team and any contractors are informed of the significant hazards, the likely risks and the required control measures. Keep a record for future reference, it will help to demonstrate compliance with legal duties. The legal requirement to record findings applies if five or more people are employed but smaller companies are recommended to record details in order to show that they have carried out risk assessment.

 

Step 5 Review and revise your risk assessment

 

New hazards can be introduced if there is any significant change in the activity, equipment, substances or procedures. Risk assessments should be revised following any significant change or when they become out of date. If there have been no changes, the assessment should be reviewed at least once every three years to ensure that the precautions are still working effectively