Legal and Safety Guidelines

  

LEGAL GUIDELINES

 

The information provided in this section is intended to provide general guidance only and ensure that the information conveyed is accurate.

Guideposts Trust values your support and promises to respect your privacy.

 

In aid of Guideposts Trust Registered Charity No. 272619

 

Raffles and Lotteries

Small raffles held as a part of a larger event are acceptable as long as ticket sales and the announcing of results take place during the event and there are no cash prizes.

Public lotteries and raffles must be registered with the local authority. For more guidance, check the rules with your local authority or the Gambling Commission.

 

Licence

You will need a licence from your local authority for any of the activities listed below:

  

• music and dancing
• sale of alcohol
• extended hours
• provision of food or drink
• copyright and royalties for drama or film shows
• collecting money or selling goods in a public place

  

Don’t forget:

 

• It is illegal to sell cigarettes, alcohol, solvents or knives to children.
• Remember to get parental permission for children to help at your event.
• If your event is on private property, get permission from the owner/manager.
• Please do not collect money from door to door. This is illegal without a licence and Guideposts organises this nationally.

 

  

 

SAFETY GUIDELINES  

 

We cannot provide you with a complete list of safety advice mostly because this very much varies with the type of event and venue. However we have listed some ideas to help you think through the safety of your event – the possible causes of harm and what precautions you might take to keep things safe.

Please take the time to read them carefully.

  

Venue

Ensure the venue is suitable for your event. Does it have adequate lighting, sanitary facilities and good access?

Do not exceed the safety capacity of the venue.

Fire exits must be free from obstructions at all times.

If applicable, are there adequate and suitable facilities for disabled people?

Will there be adequate parking and will you need car parking attendant?

Make sure that your event is adequately supervised and provide new or inexperienced helpers with information and instructions.

Allow enough space between/around activities or stalls for safe evacuation of the site.

 

Equipment

Ensure all portable electrical equipment has been tested and is safe to use.

Locate equipment safely to avoid trailing cables.

Ensure all equipment is in good repair and is operated only by people who are competent to use it.

Check the stability and strength of trestle tables before piling them up!

Avoid lifting heavy loads – provide trolleys where appropriate.

  

First aid and emergency measures

Will you need a qualified first-aider or will a first aid box be adequate?

Ensure you have adequate emergency and first aid procedures for your type of event (e.g. what will you do in event of a fire?).

You may want to contact a local charitable first aid organisation (e.g. St John Ambulance) as they may be able to help you on the day.

Do you need to notify the police or fire brigade?

Make sure there is a phone available.

Make sure you know where turn-off valves and fire extinguishers are located.

  

Food and refreshments

It is the legal responsibility of anyone selling or processing food to do so safely and hygienically, so ensure that at least one helper has a foundation level food hygiene certificate.

Failing this, ensure that all food handlers have read the Food Standards Agency’s leaflet Guide to Food Hygiene. And, if there is BBQ food, follow the guidance in the Food Standard Agency’s leaflet Beat the Barbecue Bugs.

Ensure that food which contains nuts or other allergens is appropriately labelled.

Keep children and animals out of food preparation areas.

Provide / use appropriate protective clothing (e.g. plastic gloves, aprons, etc).

 

Children

Ensure children are adequately supervised.

Never allow children under 16 to collect money from the public without an adult.

Do you need to make provision for lost children at your event?

 

Money

Keep money in a secure lockable container.

Take care of your personal security when carrying money and whenerver possible, don’t go alone.

Make sure that no one puts their personal safety at risk by tackling a thief.

Only collect sponsorship or donations from people you know and trust.

 

Waste disposal

Finally, don’t forget to dispose of any rubbish or waste material safely!

Avoid use of hazardous cleaning chemicals and provide protective clothing where appropriate

 

Health and Safety at Work Act

Remember that the Health and Safety at Work Act 1974 applies to volunteers as well as to paid workers.

You will need to consider whether and how your event could be harmful – to organisers, guests, volunteers, and the public – and think how you can minimise any risk.

 

Insurance

We strongly recommend that you check with us that we have adequate insurance (e.g. public liability insurance) and that you take all reasonable steps to ensure the safety of all concerned before you run your events.

It is the responsibility of those joining in activities to ensure that they are fit enough to take part.

  

Guideposts cannot accept responsibility for accident, injury, loss or damage as a result of your event.

 

 

 

 

 

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