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Advisors Report
Strategies and Tactics
25/10/2011 DT413/3 Ms. Ita Coghlan
Sheenagh Walker-Ayers Holly Blay Gary Melia Katie Callan Aisling Kerins Ciaran Henderson
Foreword
This document has been compiled by Sheenagh Walker-Ayers, Holly Blay, Gary Melia, Katie Callan, Aisling Kerins and Ciaran Henderson. The author and we mentioned in-text, refers to the team as a whole.
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Contents
Introduction .................................................................................................................................................. 3 Facts .............................................................................................................................................................. 4 Brainstorming................................................................................................................................................ 5 Learning Issues/ Gaps in Knowledge............................................................................................................. 6 Research ........................................................................................................................................................ 7 -The Responsibilities of the Event Promoter/Organiser ........................................................................... 7 -The Responsibilities of the Venue/Operations Manager ........................................................................ 8 -Information on Safety Operating Procedures .................................................................................... 10 -Restaurant Health and Safety Regulations/Policies.......................................................................... 13 Food Safety Authority of Ireland ...................................................................................................... 13 Solution ...................................................................................................................................................... 14 Bibliography .............................................................................................................................................. 17 Appendices................................................................................................................................................. 18 Appendix A ............................................................................................................................................. 18 Appendix B ............................................................................................................................................. 18 Appendix C ............................................................................................................................................. 18 Appendix D............................................................................................................................................. 19
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Introduction
Our team has been asked to advise on Irena Ustinovs current situation. Irena has recently been appointed as Operations Manager of a newly refurbished multi-use arena and has a few issues regarding health and safety. We will look at her situation using a Problem Based Learning style. This means, first we shall present our ideas on the situation and how we view the situation to be. Then we shall acknowledge the facts of Irenas situation. We shall identify the learning issues and gaps in knowledge Irena is faced with. We shall conduct research based on the learning issues and gaps in knowledge to assist us with providing Irena with appropriate recommendations that will be used as a solution to Irenas situation.
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Facts
When we first looked at this scenario, we identified ten solid facts, they are as follows: 1. 2. 3. 4. Irena is the Operations Manager The multi-use arena has recently been refurbished The seating capacity of the arena is 25,000 Safety operating procedures need to be completed by Irena before the first event takes place 5. The director has suggested looking at legislation enacted in 2005 6. The promoter of the event assumes the venue will create a Safety Management Plan 7. The promoter assumes signing the Safety Management Plan will be a formality 8. Irena is from the Ukraine and has lived in Ireland for 8 years 9. Both parties agree they need clarity on the safety responsibilities and what documentation is needed 10. There is a restaurant attached to the venue
After beginning our research, we were able to identify which facts were more important to focus on than others. Even though all points were important, we discovered some were more relevant in creating a solution than others. At first we tried to focus on all the points, however it soon became clear which ones were more relevant.
The facts we felt that were less relevant than the others were as follows:
The seating capacity of the arena is 25,000: From research, it was clear the guidelines and documentation for safety operating procedures and the safety management plan, were same for all venues of different sizes. Irena is from the Ukraine and has lived in Ireland for 8 years: we felt that it wasnt important to focus on where she was from or how long she lived in Ireland as either way we were still presenting the same report. The meeting was followed by a light lunch in the restaurant attached to the venue: With this fact, the only thing we needed to focus on was the risks and hazards that could appear with having a restaurant attached to the venue.
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Brainstorming
When the team first sat down and read through the brief and scenario, we went through many ideas, firstly we went through the brief and looked at the facts, then brainstormed some ideas. When we saw that Irena was the Operations manager of a venue with seating capacity of 25,000, we decided that they must look up the laws and regulations relating to the safety operations in a venue of that size, also to come up with the distinguished responsibilities of Irena and where does the responsibilities lie regarding safety and where is the responsibility passed onto the events coordinator or the occupier of the building. Then we saw that she should start with legislation enacted in 2005, so we sought out to look for legislation enacted in 2005 and immediately thought of the health, safety and welfare at work act 2005. Since we saw that the promoter assumed that Irena and the Venue will draw up the safety management plan (SMP), the team decided that they should research that in regards to the responsibilities of the venue and also research safety management plans and what they cover, we also assumed since Irena is from Ukraine, and it seems not fully aware of all the Irish laws, acts and legislation regarding safety management, we felt that they should write up a report advising Irena on all the key areas of safety management in the venue, what documents and proper research should be done regarding safety and responsibilities of the venue and event promoter.
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We feel that all these knowledge gaps must be researched and filled in, as they will be vital for providing Irena with the necessary information for an incident free event for both the staff members and attendees.
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Research
-The Responsibilities of the Event Promoter/Organiser
According to Dublin city council (2012) the responsibilities of each person should be clearly established with no duplication, overlaps or gaps and if anyone is unsure of their responsibilities they should raise this prior to the event during meetings to avoid dangerous assumptions. Event organisers have a 'duty of care under common law to the attendees, performers, suppliers and event staff and must be in compliance with the Safety, Health and Welfare at Work Act 2005.
Fig. 1.1 The Stationary Office (1998) cited in code of practice for safety at indoor concerts Our suggestion is that Irena implements a clear and concise Event Management Structure to gain clarity on the safety responsibilities of each party. According to the Department of the Environment and Local Government (1998), an event controller is employed by and answerable to the promoter of the event and will be responsible for the managing of the event, including ensuring that adequate measures are in place for the safety of persons attending and that the event safety strategy is made available to staff.
The promoter of the event also appoints an event safety officer to take particular responsibility for safety at the event. Their role includes being involved in all the planning and post-event review meetings and ensuring pre-event checks are carried out. It is also the event safety officers duty to monitor and manage safety arrangements during the event including crowd control, fire safety and rescue tactics. At larger outdoor concerts, such as Glastonbury, there may also be a separate fire safety officer, or fire safety team. Benn (2005) states in the Glastonbury's Health and Safety Policy that stewards should be trained on the actions and procedures to take upon discovering a fire or hearing a fire alarm, the different escape routes and how to alert and direct the attendees.
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According to the Occupiers Liability Act 1995.s.3(3), occupiers of a premises owe visitors a common duty of care to ensure that a visitor to the premises does not suffer injury or damage by reason of any danger existing thereon as can be seen in Appendix A. The act defines an occupier as anyone exercising control over the premises, and if there is more than one occupier the extent of duty towards visitors depends on the degree of control each of the occupiers has over each particular danger, see Appendix B. According to the Safety, Health and Welfare at Work Act 2005 s.21, when employers share a workplace they have a duty to co-operate in complying with and implementing the relevant statutory provisions, co-ordinate their planning in relation to the prevention of health, safety and welfare issues and to clearly communicate to one another, their respective employees and safety representatives of any risks arising from the work activity and to exchange safety statements, see Appendix C.
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Collins English Dictionary (2012) describes an Operations Manager as a manager who oversees the efficiency of business operations. Therefore it is important for Irena to create a safety management plan must be created for the first event as it will allow her to ensure safe
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Revenue Assesment 2012 and smooth operations throughout the venue in case of an incident or an emergency. There a few components that should be included in the safety management plan. Health and safety Exective (1999) recommends the following should be included in the event safety management plan: Safety policy, risk assessment, site safety plan, crowd management plan, transport management plan, emergency plan and first-aid plan. If Irena includes all these components in her safety management plan, she will greatly reduce the risk of possible problems to do with the first event taking place in the refurbished arena. For example, since the arena has been refurbished, a new risk assessment must be completed as new features and changes to existing elements need to be assessed, to ensure there are no new risks or hazards. Also with the refurbishment, the existing emergency plan must be reviewed to ensure it coincides with any changes to the venue. For example, if the floor plan of the venue has been changed, then emergency evacuation plans need to be changed to work with the new floor plan to ensure the safe, smooth and quick evacuation of people in the arena. By law, Irena must create a safety statement for the venue. It is a statement by the organisation of its intentions and approach in relation to its overall safety and health performance and provides a framework for action, and for the setting of its safety and health objectives and targets. ( Health and Safety Authority of Ireland, 2011). Garavan (2002) states that the safety statement is, in effect, a policy and procedures document, setting out the manner in which the organisation intends to manage safety and health in the specific work place According to Section 20 of the Safety, Health and Welfare at Work Act 2005, Every employer shall prepare, or cause to be prepared, a written statement (to be known and referred to in this Act as a safety statement), based on the identification of the hazards and the risk assessment carried out under section 19 , specifying the manner in which the safety, health and welfare at work of his or her employees shall be secured and managed. The HSA (Health and Safety Authority of Ireland) provide guidelines on what to include in the statement. They provide a useful video, entitled safety statement (http://besmart.hsa.ie/learn-more/ ), discussing what a safety statement should include. A risk assessment, a health and safety policy, and a list of facilities and resources to maintain health and safety in the workplace, for example names of those responsible for health and safety, or first aid information. The Gaelic Athletic Association (GAA) (2011) provide a comprehensive event safety management guide for the Croke Park Stadium, which is an excellent example for Irena to use when creating the Safety Management Plan and Safety Statement for the venue. However she should be aware that she must not directly copy a safety statement from another venue as Garavan (2002) explains that Employers may be tempted to copy a policy statement from another employer. This is not recommended, as it is likely that the policy will need extensive modification in order to be relevant to the needs of the company. By consulting the safety statement of another venue Irena can get an understanding of the task she must complete but she will need to modify any template to suit the hazards that were identified by her risk assessment which she carries out on the arena.
Risk assessment is the process of identifying and analysing elements and processes to increase the probability of success and reduce the impact of potential losses. (Silvers, 2012). According to the Safety, Health and Welfare at Work Act 2005, a risk assessment must be carried out. 19.(1) Every employer shall identify the hazards in the place of work under his or her control, assess the risks presented by those hazards and be in possession of a written Advisors Report Page 11
Revenue Assesment 2012 assessment (to be known and referred to in this Act as a risk assessment) of the risks to the safety, health and welfare at work of his or her employees, including the safety, health and welfare of any single employee or group or groups of employees who may be exposed to any unusual or other risks under the relevant statutory provisions. The risk assessment will allow Irena to identify any potential risks or hazards, and then creating and implementing procedures to minimise any impacts these risks or hazards could have. Appendix D is an example template of a risk assessment provided by the Irish non-for-profit organisation, Largas, that operates under the Department of Education and Skills and the Office of the Minister for children and young people. Alternatively, Irena could use the Be Smart application on the Health and Safety Authority of Irelands website. This application brings you step by step through the risk assessment process. The application can be found at http://besmart.hsa.ie/. As part of the safety statement, Irena must complete a safety policy. The National Irish Safety Organisation (2007), which is a voluntary body that promotes health and safety in the workplace, describes the safety policy as a statement of how the company intends to manage health safety and welfare. Responsibilities will be detailed from Managing Director down to individual employees. The safety policy is an important feature of the safety statement and overall safety management plan as it can as guidelines to keeping the venue on track to maintaining health and safety standards amongst its staff and attendees.
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Food Safety Authority of Ireland The principal function of the Food Safety Authority of Ireland (FSAI) is to take all reasonable steps to ensure that food produced, distributed or marketed in the State meets the highest standards of food safety and hygiene reasonably available. The FSAI aims to ensure that food complies with legal requirements, or where appropriate with recognised codes of good practice (FSAI). We recommend that Irena should research the information provided by the Food Safety Authority to ensure the restaurant is meeting its high standards.
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Solution
The team has examined Irenas brief and found the knowledge gaps which occur. We are now able to recommend information which will allow Irena to be able to ratify these issues. With regards to the responsibilities of the event promoter/organizer, we recommend that Irena implements a clear event management structure with defined responsibilities for each position allowing each person to focus or their own area and ensure safety in their area is to the highest standard. It is up to Irena and the venue to provide a safe venue that is up to standards and complies with the health and safety legislation and keeps up to date with all the current developments in Safety Legislation, Practices and Publications and Laws applicable to their venue. A safe venue must be provided which can be done by the venue design. The layout should be designed suitably for the capacity of the venue. A regular on site check should be completed to see if the structure and building is up to standards and safe to be operated in. We also recommend that Irena and the event promoter agree on their individual areas of responsibility and ensure they work cooperatively with clear lines of communication throughout the planning and execution of the event. Irena must complete all necessary safety operating procedures prior to the first event and that she first identifies who is responsible for any health and safety duties within the venue. A safety management plan in accordance with the event promoter should be created along with the safety statement as this is not only a legal requirement, but also a very useful tool. In relation to the restaurant attached to the venue, Irena should ensure it has a health and safety policy, to ensure it is in compliance with the health and safety standards and the risk of incidents occurring are minimized. Contacting the Environmental Health Officers would be of benefit to Irena as it will educate her on food safety and hygiene and reaffirm what health and safety procedures need to be in place before events takes place. We recommend Irena to research the requirements of the Food Safety Authority of Ireland and ensure that the restaurant is up to standard and is complying to their legal requirements.
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References
1. Benn, M. (2005), "Glastonbury Festival 2005, Health and Safety Policy" [Online] Glastonbury: Glastonbury Festival. Available at: http://mic.org.au/wpcontent/uploads/2012/01/14HealthandSafety.pdf [Accessed 02/10/2012] 2. Collins English Dictionary (2012) Definition of Operations Manager. Available at: http://www.collinsdictionary.com/dictionary/english/operations-manager [Accessed on 9/10/2012] 3. Department of the Environment and Local Government. (1998) The Stationary Office, "Codes of Practice for Safety at Indoor Concerts." Available at: http://www.environ.ie/en/Publications/LocalGovernment/FireandEmergencyServices/File DownLoad,18105,en.pdf [Accessed on 25/09/2012] 4. Dr. Maulik Vyas, (NA), Natural HGH Supplements For Safe Use, [Online Image] Available At: <http://s1.hubimg.com/u/5396188_f520.jpg> [Accessed 08/10/2012] 5. Dublin City Council (2010) The Events Unit), "Guidelines for Event Organisers." Available at: http://www.dublincity.ie/RecreationandCulture/Events/Documents/DCCEventOrganiserG uidance.pdf [Accessed on 25/09/2012] 6. Ferret, E. Hughes, P. (2009) Introduction to Health and Safety at Work. 4th Edition. Oxford: Elsevier Limited P27 7. Food Safety Authority of Ireland. (Year Unkown) Our Role. Available at www.fsai.ie, [Accessed on 14/10/2012] 8. Gaelic Athletic Association (GAA), (2011), Event Safety Management Guide, http://www.gaa.ie/content/documents/publications/miscellaneous/NISC_Event_Safety_M anagement_Guide_2011.pdf [Accessed on 23/10/ 2012] 9. Garavan, T. (2002) The Irish Health & Safety Handbook, 2nd Edition. Cork: Oak Tree Press P.653/655 10. Health & Safety Executive (1999). The Event Safety Guide. 2nd Edition. Health and Safety Executive.: Norwich P185 11. Health and Safety Authority of Ireland (2011) Safety Management System: Frequently Asked Question. Available at: http://www.hsa.ie/eng/Topics/Managing_Health_and_Safety/Safety_and_Health_Manag ement_Systems/#What [Accessed on: 9/10/2012]
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Revenue Assesment 2012 12. Health and Safety Authority of Ireland (2011), General Application Regulations 2007: Who do these Regulations apply to? Available at: http://www.hsa.ie/eng/Topics/Managing_Health_and_Safety/General_Application_Regul ations_2007/ [Accessed on 23/10/2012] 13. Health and Safety Authority, (2011). A Guide to Safety, Health and Welfare Act 2005. Available: http://www.hsa.ie/eng/Publications_and_Forms/Publications/Safety_and_Health_Manag ement/Guide_to_SHWWA_2005.pdf [Accessed on 9/10/2012] 14. Health and Safety Commission/Home Office/The Scottish Office (1993) Guide to Health, Safety and Welfare at Pop Concerts and Similar Events, First Edition. London: HMSO P.14 15. Health and Safety Executive, (1991) The Event Safety Guide: A Guide to Health, Safety and Welfare at Music and Similar Events,[e-book] Dublin: HSE Books, available at: http://www.hse.gov.uk/pubns/priced/hsg195.pdf [Accessed on 16/10/2012] 16. IRFU (2008), Event Management Handbook for Event Organisers of Large Events, Available: http://www.irishrugby.ie/downloads/IRFU_Advisory_handbook.pdf [Accessed 9/10/2012] 17. Occupiers Liability Act 1995 s.3(3), Dublin: House of the Oireachtas, Available at: http://www.irishstatutebook.ie/1995/en/act/pub/0010/sec0003.html#sec3 [Accessed on 9/10/2012] 18. Rutherford Silvers, J (2012) Professional Event Coordination, 2nd Edition. New Jersey: John Wiley and sons. P 346 19. Safety, Health and Welfare at Work Act 2005, s.21, Dublin: House of Oireachtas, Available at: http://www.irishstatutebook.ie/2005/en/act/pub/0010/sec0021.html#sec21 [Accessed on 9/10/2012] 20. South Dublin City Council, (2012). Environmental Health Officers Service. Available at www.environment.southdublin.ie, [Accessed on 14/10/2012] 21. The National Irish Organisation (2007) What is a safety statement? Available at: http://www.niso.ie/Services/SafetyStatement/tabid/71/Default.aspx [Accessed on: 15/10/2012]
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Bibliography
1. Bowdin G, Allen J, O'Toole W, Harris R, McDonnell I (2011). Event Management. Oxford: Butterworth-Heinemann.
2. Health and Safety Review (2012) Available: http://www.healthandsafetyreview.ie/default.asp. Last accessed 24th October 2012.
3. Health and Safety Services Training and Colsultancy. (2012). Safety Statements and Risk Assessments. Available: http://www.hssireland.ie/safety-statements/. Last Accessed 24th October 2012.
4. Kinsella J (2012). Health, safety and welfare law in Ireland . 2nd ed. Dublin : Gill and
MacMillan.
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Appendices
Appendix A
Occupiers Liability Act 1995 s.3(3), Dublin: House of the Oireachtas, Available at: http://www.irishstatutebook.ie/1995/en/act/pub/0010/sec0003.html#sec3, [Accessed 09/10/2012]
Appendix B
Occupiers Liability Act 1995 s.1(1), Dublin: House of the Oireachtas, Available at: http://www.irishstatutebook.ie/1995/en/act/pub/0010/sec0001.html#sec1 [Accessed 09/10/2012]
Appendix C
Safety, Health and Welfare at Work Act 2005, s.21, Dublin: House of Oireachtas, Available at: http://www.irishstatutebook.ie/2005/en/act/pub/0010/sec0021.html#sec21 [Accessed 09/10/2012]
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Appendix D
Guide to good practice in North South Activities, Example of a risk assessment sheet Available at: http://www.leargas.ie/media/NcompasS_RiskAssessment.pdf [Accessed on 9/10/2012]
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