Safety in the cultural sector

As an organizer or promoter, you are often also the one responsible for safety. When you have visitors or hire others, this is extra important. You also need to pay close attention when dealing with hazardous materials, substances and tools. By creating a safety plan, you automatically think about possible scenarios and solutions. That way, it can help limit the risks your initiative or project poses.

What do we mean by safety?

Safety, of course, is an enormously broad concept. In any case, it is advisable for everyone to use good judgment in what you do. That way, even without specific knowledge, you can ensure a safer environment. It is also not strange that you do not know all the laws and regulations in the cultural sector. Always think logically and dare to ask for help. We have already named a few topics for you to consider below.

Safety in the manufacture of your work

Some artists, designers and other people in the cultural sector create their own work using tools. Always make sure you work safely and use the manual that comes with the tools. Stick to the set rules because an accident is in a small corner.

Safety during assembly and disassembly / health and safety regulations

When you are producing an event or a performance or are in the process of setting up and dismantling, it is important that you do so in a safe manner. There are regulations for that (although people sometimes find them a bit excessive and time-consuming). However, there are countless examples of accidents that could have been prevented. Moreover, as the general contractor, you are often responsible and liable. Some measures you can take to mitigate this:

• Allow only certified people to work with machinery such as forklifts or aerial work platforms.
• Always put on a helmet when working above your head (for example, when hanging lights in a roof).
• Wear properly certified safety shoes whenever possible.
• When climbing above 2.5 meters you always do so with climbing protection.
• Always have someone with a FAFS certification or someone with similar knowledge present.

On this website you can find a little more information on this topic.

Fire regulations

When you organize an event or want to carry out a project or initiative at a particular location, you will always have to deal with fire regulations. These relate to the fire safety of the space, facilities and materials you use. Through these regulations, you can more quickly prevent fires from occurring on location. The issue also relates to how you provide emergency exits or plan to evacuate a location in the event of a fire, for example. In any case, always consider things like:

• What to do in a small and a large fire?
• Fire extinguishing equipment.
• Emergency exits.
• Use fire retardant material or impregnating agent.
• Request construction books from suppliers of tents, for example.
  

Medical facilities

When implementing an initiative or project, something can always happen that involves bodily injury. You can minimize this by incorporating as many safety features as possible. However, sometimes someone is unlucky or something unexpected happens. That's why it's good to make medical provisions. Often a good first aid kit is enough. In some cases, it is advisable to have someone with a FAFS certification on site. When you expect several hundred visitors or you are targeting special audiences through your program, it is advisable to have a first aid organization present on location. In many cases, this is even a requirement when granting a permit. The first aid has all the knowledge to deal with issues such as injuries after falls or fights, allergic reactions, overheating and excessive drinking or drug use.

Road Safety

For initiatives or projects where you expect visitors and/or suppliers, it's also good to do a traffic analysis of the surrounding area. People will suddenly arrive at a location that is not always intended for larger flows of traffic. Check carefully whether you have enough parking spaces, whether people can get to and from the location safely and whether it could lead to nuisance for local residents, for example. If necessary, take appropriate measures, such as hiring (certified!) traffic controllers or cordoning off streets. Include the traffic plan in your safety plan. This way it will also be reviewed by relevant departments within the municipality.

Weather conditions

You may also encounter special weather conditions. This does not only apply to outdoor activities. When you organize something in an existing location or in a building, the weather can still affect, for example, the accessibility of the location or the wind chill of visitors. When you do plan something outdoors, then of course you have more things to deal with. The weather in this country can be very unpredictable and change within a short period of time and unexpectedly. Make sure you work those different scenarios out in your safety plan. In it, you include the likelihood of the scenario and you name possible measures and you monitor the weather closely through known weather apps. Consider weather conditions such as:

Rain

This can cause hypothermia to visitors and employees, and it can disrupt facilities.

Snow

This can lead to slippery conditions, hypothermia of visitors and employees, and it can disrupt facilities.

Strong winds

In high winds, facilities can fall over and break down. This can lead to breakdowns or accidents. Make sure you always work according to a construction manual in the case of tents. Also make sure all structures such as scaffolding are designed to withstand different wind forces.

Storm

This is a dangerous situation for visitors and employees. Thunderstorms can be very unpredictable and occur quickly and locally. Make sure key objects are grounded in the ground (in consultation with a power supplier, this can often be easily arranged). Also make a plan for possible evacuation of the site.

Heat

It can also get very hot. This can lead to overheating and dehydration of visitors and employees. In that case, always provide plenty of shaded areas and offer the opportunity to tap water (free of charge). Never turn on sprinklers in extreme heat, even for small children. Then only the outside of the person cools and body heat cannot get out properly.

Beverage and food safety

You may decide to make catering arrangements as well. As an organizer, you are responsible for ensuring that food and beverages are prepared and sold properly. Make sure you always work hygienically and that food is prepared properly. The Certificate of Social Hygiene (SVH) is an important diploma in the hospitality industry. It demonstrates that you have sufficient knowledge and know how best to take action in certain situations. Even if you use food trucks, for example, it remains the responsibility of the organizer. But above all, you don't want anything to happen to people. Also pay attention to the use of gas bottles (make a separate storage for this if necessary) and note that open fire is very unsafe and often not even allowed. You can click further here for more information from the Chamber of Commerce and from the Dutch Food and Consumer Product Safety Authority.

A safety plan

The safety plan is a clear document that lists everything that can affect safety around your initiative or project. You can include agreements and regulations and automatically think about a lot of different aspects. You always have the safety plan with you on location and you can always look back at it. The document contains various possible scenarios of situations that could occur. You can also easily find out who is (partly) responsible for what. We have more information and some examples of a safety plan ready for you.

If, from your expertise, you yourself have knowledge that would fit this topic, or if you see opportunities to improve this text, we look forward to receiving your message at info@cultuuracademy.nl.