Venues - What they need to do

The venue is likely to take the following role/s with the assigned responsibilities:

1. Contractors are the organisations (or individuals) who directly employ or engage with construction workers or manage construction work.

   Summary of Main Responsibilities

   • Plan, manage and monitor construction work under their control so that it is carried out without risks to health and safety. Cooperate and coordinate their activities with others in the project team- in particular, comply with directions given to them by the Principal Designer or Principal Contractor. For single-Contractor projects, prepare a Construction Phase Plan.
   • Not start work until steps have been taken to prevent unauthorised access to areas where construction work is taking place.
   • Take reasonable practicable steps to ensure suitable welfare is in place for their workers.
   • Not start work until they are satisfied that a Client is aware of their duties.



2. Designers are organisations (or individuals), who prepare or modify designs for a building, product or system relating to construction work or arrange for or instruct others to do so.

   Summary of Main Responsibilities

   When preparing or modifying designs, to eliminate, reduce or control foreseeable risks that may arise during:

   • Construction.
   • The maintenance and use of a structure once it is built.
   • Take account of pre-construction information and provide information to assist others.
   • Not start work until they are satisfied that a Client is aware of their duties.

Generally, the venue owner/management functions as a Contractor and/or Designer as it provides services e.g. electricity and rigging, to the construction of the event e.g. to the organiser, exhibitor and stand Contractors. Venue contracted service providers should refer to the Contractor section for further guidance regarding their responsibilities under CDM 2015.

Anyone appointing designers (including Principal Designers), Contractors (including Principal Contractors) or workers must ensure that those appointed have the necessary skills, knowledge and experience.

Consideration should be given by venue senior management to ensure that staff have the necessary skills, knowledge and experience. Furthermore, consideration should be given by venue senior management to ensure that any venue service providers appointed also have the necessary skills, knowledge and experience. It is good practice for the organiser to request from the venue documents that demonstrate that venue appointed in-house Contractors have the necessary skills, knowledge and experience.

A project is notifiable to the relevant enforcing authority if the construction work is scheduled to:

• Last longer than 30 working days and have more than 20 workers working simultaneously at any point in the project - OR
• Exceed 500 person days.

A project can be notified via the electronic F10 notification form on the HSE website. The requirements of CDM 2015 apply whether or not the project is notifiable. It is the Client’s responsibility to notify and subsequently display the notice however Clients can request someone else, such as the Principal Contractor, do either of these activities on their behalf.

Venue management should have an understanding of the number of venue personnel and venue contracted service personnel who will require access to the construction site. This information may be requested by the organiser.

This document sets out the arrangements for securing health and safety during the construction period. The arrangements include site rules taking into account the activities that will be taking place during the construction period. For projects involving more than one Contractor a Principal Contractor is responsible for the Construction Phase Plan and site rules whereas for single Contractor projects this responsibility sits with a Contractor. (See also Induction and Site Rules)

Unless taking the role of Principal Contractor or being the single Contractor for a project it is unlikely that the venue will be required to produce a Construction Phase Plan.

A suitable site induction must be provided to any personnel requiring access to the construction site. The induction must be site specific, highlight any particular risks and include information on the emergency procedures. Where there is more than one Contractor involved in a project the responsibility for ensuring an induction is provided rests with the Principal Contractor. (See also Construction Phase Plan)

It is likely that it will be the venue that set the emergency procedures and therefore this information should be shared with the organiser for dissemination. Venue management should ensure that venue employees and venue contracted service employees requiring access to the construction site receive the site specific induction as provided by the organiser. It is likely that the venue will issue rules and regulations (e.g. the e-guide) that must be adhered to when operating onsite. These rules should be considered by the organiser when developing their site rules. It may be the case that the organiser simply adopts the venue’s standard site rules and adds any of their own event specific rules. The site rules must be communicated to all venue personnel and any venue contracted service personnel under the venue’s control who require access to the site during the construction phase.

Workers must be provided with suitable welfare facilities throughout the construction phase. Welfare facilities include, but are not limited to, drinking water, toilets, catering facilities and rest areas. Information regarding the location of the welfare facilities onsite should be disseminated.

It is likely that the venue will provide the welfare facilities. Information regarding the location of the welfare facilities that will be available during the construction phase of an event’s tenancy should be shared with the organiser for dissemination.

Reasonable steps must be taken to prevent access by unauthorised persons to areas where construction work is due to take place.

It is likely that access to the construction site will be via the venue’s loading bay/cargo doors. Sufficient security will be required to secure the entrance points to prevent access by unauthorised persons.