Health & Safety Policy

Amendment Record

1. Policy Statement

Primrose Weddings & Events Ltd (the Company), trading as The Harrogate Food & Drink Co., Funky Fridays, and Trufflehunters, complies with the Health and Safety at Work etc. Act 1974 (and Regulations made under it) to fulfil its legal obligations, and to take appropriate care for the health and safety of its employees.

The Company exceeds the minimum requirements of the law where practicable and provides sufficient resources to meet its commitments. The Company implements systems to maintain, monitor, and where necessary improve its safety performance. Through team meetings the Company communicates and consults on health and safety matters between all levels of the business.

The Company provides any information, instructions, training, or supervision necessary to ensure you can perform your job safely. In fulfilling its responsibilities, the Company:

• Provides adequate resources to ensure competent guidance, including information, instruction, training, and supervision on health and safety.
• Provides a safe and healthy environment for all employees, visitors, and contractors at all event sites.
• Provides and maintains plant and systems of work that are, so far as reasonably practicable, safe and without risk to health.
• Maintains proper measures for fire protection and firefighting, and systems of evacuation in an emergency.
• Ensures, so far as is reasonably practicable, the safe use, handling, storage, and transport of articles and substances.
• Establishes and observes operating procedures which protect its employees and promote safe working.
• Carries out periodic risk assessments and health and safety reviews.

2. Organisation

• The Director holds overall responsibility for resources and the successful management of health and safety within the Company, including ensuring this policy remains current.
• Event managers are responsible for ensuring the implementation of health and safety procedures at each event, ensuring all staff receive suitable information, instruction, and training.
• All staff are responsible for monitoring and maintaining safe working practices within their areas of control, identifying and reporting unsafe acts or conditions, and recording any accidents or near misses.
• Employees must take reasonable care for the health and safety of themselves and others who may be affected by their acts or omissions at work.
• The Director is responsible for co-ordinating the risk assessment programme and COSHH audits.

3. Arrangements

(i) General Safety Rules

1. No task is so important that it cannot be carried out safely.
2. Never attempt a task if you are not sure you understand the instructions and can carry them out safely.
3. Always maintain a clean and safe work area.
4. If you observe an unsafe act or condition, report it to your manager on site as soon as possible and take immediate steps to correct it or ask your manager to rectify it.
5. Certain jobs require you to wear protective clothing and equipment. Always wear any PPE required for the job. Keep it in good condition.
6. Ensure all cleaning materials and hazardous substances are correctly stored and used in compliance with manufacturers' instructions. Waste must be properly disposed of.
7. Only use, adjust, alter, or repair equipment if you are authorised to do so.
8. If you or the equipment you operate are involved in an accident — however minor — report it immediately to the most senior member of staff on site and to a First Aider. Report all near-miss incidents to the Director.
9. Obey all rules, signs, and instructions. If unsure, ask.

(ii) Examples of Breaches of Safety Rules

• Fire exit routes or doors blocked; fire extinguishers missing, defective, or obstructed; accumulation of combustible waste.
• Trailing electrical cables, overloaded sockets, makeshift connections, broken or insufficient lighting.
• Broken equipment, jagged edges, protruding nails, slippery or wet floors.
• Containers of hazardous chemicals left on floors or in food preparation areas.
• Irregularities in food handling, dirty equipment, unsafe temperature control.

(iii) Health and Safety Duties of Employees and Contractors

All employees and contractors must:

• Make themselves familiar with and conform to all health and safety policy at all times, including assembly points and first aid facilities.
• Observe safety regulations and signs at all times.
• Report all hazards to the manager on site.
• Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety, or welfare.

(iv) Fire and Emergencies

Ensure you are aware of the fire evacuation arrangements at the site at which you are working. If you hear the fire alarm:

• Stop work immediately.
• Proceed to the nearest fire exit and go to the designated assembly point.
• Do not stop to collect personal belongings.
• Do not re-enter until advised it is safe to do so by the event manager or fire warden.

Assembly points are agreed with event organisers at the start of each event and communicated to all staff at the event briefing.

(v) Health and Safety Incident Reporting Policy

This procedure applies when any employee, visitor, or contractor experiences an accident, near miss, or dangerous occurrence during any company operation.

• Accident: An unplanned event which causes injury to persons, damage to property, or both.
• Near miss: An unplanned event which does not cause injury or damage but could do so.

(vi) Incident Reporting Procedure

• Obtain treatment for the injury from a First Aider.
• Make the area safe following the incident.
• Enter details in the accident book (held by the event manager on site).
• Inform the Director of the incident immediately.
• All serious incidents must be reported on a Company Incident Report form and emailed to the Director within 24 hours.

(vii) Reporting to the HSE (RIDDOR)

If the accident results in over seven consecutive days of incapacity for work it is reportable under RIDDOR 2013. The enforcing authority must be informed on a prescribed form within 15 days. Major incidents must be reported immediately. Injuries to members of the public requiring hospital treatment must be reported immediately to the Director.

(viii) Accident Investigation

All accident investigations will include: interviewing injured workers and witnesses; examining the workplace; determining the cause; taking corrective action; and recording findings. Risk assessments will be reviewed and updated in light of investigation results.

(ix) First Aiders

The Company provides adequate first aid facilities at all events. The event manager is responsible for ensuring a first aid kit is present and stocked at every event. The event organiser's designated first aider contact is shared with all staff at the event briefing. A record of all first aid treatments is logged in the accident book.

(x) Visitors and Contractors

Visitors and contractors must be accompanied at all times unless otherwise agreed. They are expected to abide by our rules regarding health and safety. They should be informed to: report any hazards immediately; observe all signs and instructions; not operate any machinery or vehicle unless authorised; report all accidents or incidents however minor.

(xi) Hazardous Substances (COSHH)

COSHH assessments are conducted for all hazardous substances used in company operations. Staff are trained on safe use, storage, and emergency procedures for all chemicals. See COSHH Assessment (COSHH-001) on file.

(xii) Lone Working and Protection from Violence

Where staff unavoidably work alone, arrangements are made to maximise safety including regular contact check-ins, emergency contact numbers, and buddy systems. See RA-001 (Lone Working) for full assessment.

(xiii) Personal Protective Equipment

The Company provides all necessary PPE to employees. Staff must not misuse this equipment and must use it correctly as instructed. PPE includes: heat-resistant gloves, cut-resistant gloves, aprons, eye protection for chemical handling, and appropriate footwear.

(xiv) Risk Assessments

The Company carries out formal risk assessments for all activities and takes action to eliminate or reduce risks to an acceptable level. All risk assessments are reviewed annually and following any incident. Current risk assessments are held on file.

(xv) Pregnant Workers

If an employee informs the Company that she is pregnant, her manager conducts a maternity health assessment and implements any necessary reasonable adjustments. Pregnant workers must not lift, push, or pull any load which weighs five kilogrammes or more without specific assessment and approval.

(xvi) Manual Handling

The Company aims to ensure that staff do not undertake manual handling operations at work that involve a risk of injury. Where this is not reasonably practicable, the Company assesses manual handling operations, eliminates or reduces hazards, and provides information, instruction, and training. See RA-006 (Manual Handling) for full assessment.

(xvii) Electricity at Work

The Company maintains all electrical systems and portable appliances to prevent danger so far as reasonably practicable. All portable electrical equipment is PAT tested annually. Current PAT certificate is held on file. RCD protection is used on all outdoor electrical connections.

(xviii) Smoking Policy

The Company operates a smoke-free workplace including the use of electronic cigarettes. Breach of the smoking policy may result in disciplinary action.

(xix) Working at Height

The Company has a duty to properly plan, assess, and manage any activity involving working at height. The following hierarchy applies:

• Avoid — avoid work at height where reasonably practicable.
• Prevent — where work at height cannot be avoided, prevent falls using the correct equipment.
• Minimise — minimise the distance and consequences of a fall using the right equipment.

Any employee required to work at height will receive full training. Employees who have not received training must not attempt any working at height activity. See RA-007 (Working at Height) for full assessment.

4. Other Policies and Procedures

Please refer to the following related documents held on file:

• RA-001 — Lone Working
• RA-002 — Outdoor Events
• RA-003 — BBQ / Hot Cooking
• RA-006 — Manual Handling
• RA-007 — Working at Height
• RA-008 — First Aid Policy
• RA-009 — LPG / Gas Safety
• POL-001 — Food Safety Policy
• POL-002 — Equality & Diversity Policy
• COSHH-001 — COSHH Assessment

5. Review

This policy and the way it is operated will be reviewed at least annually and more often if there are significant changes in the business. Any revision necessary to improve safety performance will be implemented promptly and communicated to all employees.