Visitor information pack

Transcription

1 University of Essex higher eucation exhibition 2018 Visitor information pack Sports Arena University of Essex Colchester Essex CO4 3SQ Wenesay 20 June 09:30 14:30 Thursay 21 June 09:30 13:00

2 Contents A... 3 Accients an near misses... 3 Arrivals... 3 C... 3 Coaches... 3 Cars... 3 Catering... 3 Cash machines... 4 D... 4 Directions... 4 E... 4 Emergency proceures... 4 Event ambassaors... 5 F... 5 First ai... 5 I... 5 Insurance... 5 Internet... 5 L... 5 Lost property... 6 O... 6 Organisers... 6 P... 6 Parking... 6 R... 6 Risk assessment... 6 S... 7 Security... 7 Seminars... 7 Smoking... 7

3 A Accients an near misses In the event of an accient or near miss, please report to a member of staff or event ambassaor. Staff an event ambassaors will be available in each exhibition venue, an at the Silberra Stuent Centre reception. Further information can be foun in the assessment, attache with this pack. Arrivals On arrival, please follow the signs to registration at the Sports Arena. All visitors must register. Staff an event ambassaors will be available to irect you if require. C Coaches The coach rop-off an pick-up point will be car park A. A limite amount of coach parking will be available on a first-come, first-serve basis. As parking cannot be guarantee, please ensure your coach company is aware that coach parking may not be available on-site. Coach rivers are aske not to return to campus earlier than their esignate pick-up time. Security staff an event ambassaors will be available to assist with coach rop-off an pick-up. Cars Free car parking is available to visitors in car park B, the multistorey car park, or Valley car park on both event ays. Catering There are several catering outlets on campus that will be open all ay, proviing a selection of hot an col foo an rinks.

4 Catering for teachers Complimentary tea, coffee, an biscuits will be available in our teachers an exhibitors lounge on the first floor of the Sports Arena. A lunchtime tuck shop will also be available on the Sports Centre balcony teachers an exhibitors lounge if you want to avoi queueing. Cash machines Banks an cash machines can be foun on-site. D Directions By roa Colchester is just off the A12. From Lonon an South Essex, take the Colchester (A133) exit. From Ipswich, take the Colchester (A1232) exit. Please follow roasie signage to Colchester Campus, which is to the east of Colchester off the A133. Please come in using the main entrance along the B1028. There is a barrier system which is not for public access along Bounary Roa, so please make sure you have the correct entrance. signage will be use on event ays. By rail There are frequent trains from Lonon Liverpool Street to Colchester (also known as Colchester North), Colchester Town, an Wivenhoe stations, with connections to Ipswich, Norwich, Felixstowe, Harwich, an beyon. By bus There are frequent bus services between Colchester an our campus. More information regaring all travel options can be foun online at E Emergency proceures

5 In the case of an emergency, please alert a member of staff or event ambassaor, or ial 2222 from any campus telephone ( from a mobile). Please o not ial 999 we have a special arrangement with the emergency services. In the event of an alarm souning, please evacuate the builing immeiately. Please make your way to the assembly points, which is outsie the main entrance to the Sports Arena. Event ambassaors For general queries uring the event (e.g. irections to facilities), ask any of the event ambassaors, who can be ientifie by their re UCAS t-shirts. F First ai A esignate team of first aiers will be on han throughout the exhibition. Shoul meical assistance be require, please request this from a member of staff or one of the stuent ambassaors. I Insurance The organiser has aequate public an employee liability cover. A copy of the certificate can be foun at the back of this pack. While the organisers take every precaution to protect visitors property uring an event, they are not responsible for any loss or amage. All group leaers shoul ensure they have aequate public an employers liability cover, in line with the booking terms an conitions. Internet Internet access is not available for visitors on event ays. L

6 Lost property Any item of lost property that is foun shoul be hane in to the university reception, in the Silberra Stuent Centre. O Organisers University of Essex staff an event ambassaors will be available throughout the event for general queries an assistance. The event organiser is Rosanna Lor, who can be contacte as follows: T: M: E: r.lor@essex.ac.uk P Parking Free car parking is available to visitors in car park B, the multi-storey car park or Valley car park on both event ays. The coach rop-off an pick-up point will be car park A. A limite amount of coach parking will be available on a first-come, first-serve basis. As parking cannot be guarantee, please ensure your coach company is aware that coach parking may not be available on-site. Coach rivers are aske to please not return to campus earlier than their esignate pick-up time. Security staff an event ambassaors will be available to assist with coach rop-off an pick-up. R Risk assessment The organiser has complete a assessment for the event. A copy of this can be foun at the back of this pack.

7 S Security The exhibition venues will be locke overnight, but any equipment left behin is one so at exhibitors own. There is 24/7 security on campus. Security can be contacte on Seminars Seminars will be taking place through out the exhibition opening times. Details of these can be foun on the event webpage Smoking The University of Essex operates a strict no smoking policy on campus. Designate smoking areas are locate throughout the campus, an stuent ambassaors will be able to irect you to these.

8 Risk assessment Title Essex UCAS Exhibition Tuesay 19 June pm Wenesay 20 June 9:30-2:30pm Thursay 21 June 9:30-1:00pm Location University of Essex, Colchester Campus Risk assessment No Manager responsible Aam Armstrong- Hea of UK Recruitment Signature & ate Aam Armstrong 22/05/18 Assesse by (name & Rosanna Lor Signature & ate R.Lor 22/05/2018 role) Stuent Recruitment Officer Monitore By Grace Rishworth Buil-up an Breakown Exhibitors, contractors, venue an UCAS staff At least two hours set-up perio for exhibitors, an full ay access for contractors. Only authorise persons are permitte in the venue for buil-up an breakown. Chilren uner 18 are not allowe on-site for the entire uration of buil-up an breakown. No vehicles allowe in exhibition area uring open hours. Vehicles can be permitte on-site uring buil-up an breakown with permission from the organiser. All to be aware of the potential hazars of contractors moving aroun site, incluing the use of pallet movers an elivery vehicles. Wristbans to be worn by exhibitors to allow them access before the event opens Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

9 Crow congestion Overcrowing of event halls an marquee Large volumes of people causing injury Everyone (visitors, exhibitors, employee s) to the public. All contractors to be monitore on-site, with regar to the tasks unertaken, an suitable PPE to be worn when necessary. Organisers to control access into areas where major lifting an construction is taking place. Security to wear PPE only if inicate by the organiser, an assist floor managers in PPE policy if require. Stuents arriving in school an college parties. Stuents allocate time slots throughout the ay. Monitor amount of people in the builings through security on entrance an exits. Training/briefing for all staff an Stuent Ambassaors. Iniviual briefing sheets provie for all Stuent Ambassaors an staff with specific roles. PA systems available for emergency messages in the Sports Arena. The floor plan has been esigne to maximise aisle withs ue to extra space an (3 metres wie) to avoi overcrowing. Suitable space aroun the stans an feature areas, which will be monitore, by floor managers an organisers. Exhibitors to ensure that staff manning the stans keep within their stan to avoi bottle necking in aisles. Implement a one way system on campus to ensure the through traffic continues to flow Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

10 Crow congestion Overcrowing in seminar rooms The seminar rooms becoming too full which may cause injury/ illness Visitors getting lost on campus Visitors getting lost or separate from their schools Vehicle Management Staff, stuents an visitors involve in an Everyone Staff introucing speakers will be briefe to manage the numbers of stuents to ensure overcrowing oes not occur. A wie choice of seminars for each session for stuents to access. Arrival an eparture times of schools have been stage to reuce overcrowing. Staff on Information Stan will be on han to assist if require. Everyone Campus maps inclue in the convention guie an on UCAS exhibitor/visitor websites. Campus signage to all venues Training/briefing for all staff an Stuent Ambassaors. PA systems available for emergency messages in the Sports Arena. Several school staff attening the event will have previously visite the University of Essex an will also be able to give irections. Visiting schools aske to provie on-site emergency contact name/mobile number information to be hel by University organisers an Information Stan. Everyone Coach route agree with University Security an Estate Management Section. Appropriate pick up an rop off areas agree by University Security an Estates Management Section. Stuent Ambassaors will be statione in all locations to control the numbers of stuents in rooms. Stuent ambassaors will be statione aroun campus to irect visitors Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

11 accient ue to traffic movements Injury Security staff to irect all stuents away from the car park an coach turnaroun areas. Coach rop off an pick up point has suitable waiting area away from the roasie, where people are separate from traffic. Ensure entrance to builings is free from traffic uring event times. Member of University security staff an Stuent Ambassaor to meet all coaches. Stuent Ambassaors to wear high visibility jackets when working with traffic an briefe. Vehicle Management Staff, stuents an visitors involve in accient in car parks Injury Trips, slips an falls Trip hazar cause by exhibitor stans Injury Everyone Designate exhibitor parking in multi-storey car park an car park b Stuents avise in exhibition literature not to bring their own cars an travel by coach where possible. Security staff an Stuent Ambassaors to staff the main university entrance to irect traffic flow. Training/briefing for all staff an Stuent Ambassaors. Iniviual briefing sheets provie for all Stuent Ambassaors with specific roles. Everyone All exhibitors have complete the UCAS Events assessment to ensure they are using safe equipment an ahere to safe storage an removal of boxes. Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

12 All exhibitors to be set up before event opening time an not to ismantle until the event has close. All exhibitors to ensure stans are erecte correctly, securely an stable. PA systems available for emergency messages in the Ivor Crewe an Sports Hall St Johns Ambulance confirme to atten for any first ai issues. Emergency proceures guielines publishe in exhibitors hanbook. Exhibitors shoul ensure that all boxes are appropriately stacke within the allocate stan space. UCAS to remin exhibitors via of the Exhibitor Terms an Conitions, highlighting that exhibitors shoul keep their isplays within their allocate stan. Organisers to check all exhibitor stans are appropriate an o not pose a trip hazar, before the event opens. Exhibitors shoul request that all empty, flat-packe, an broken boxes are remove from their stan by the event staff. Organisers an exhibitors to ensure empty boxes are cleare from stan, with assistance from stuent helpers. Organisers an exhibitors to ensure no trailing cables in stan area, or in ajoining peestrian walkways. Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

13 Organisers an exhibitors to ensure personal belongings are store away appropriately. Organisers an exhibitors to ensure all other waste is store an remove safely. Exhibitors shoul ensure they o not break own any part of their stan until all visitors have left the exhibition area an the organiser has sai breakown may begin. Trips, slips an falls Accient/injury/trips an falls ue to poor housekeeping (e.g. boxes, wrapping) Injury Trips, slips an falls Block of walkways an fire exits in exhibition halls an marquee Injury Everyone Skips provie close to Sports Arena for removal of empty boxes. Stuent Ambassaors briefe to continuously remove empty boxes from exhibitor stans. Training/briefing for all staff an Stuent Ambassaors. Iniviual briefing sheets provie for all Stuent Ambassaors an staff with specific roles. St Johns Ambulance confirme to atten for any first ai issues. Emergency proceures guielines publishe in exhibitors hanbook Everyone Fire exits clearly ientifie. Layout an flow plan ensures clear walkways for all visitors. Stuent Ambassaors to ensure all exits an walkways are kept clear. Training/briefing for all Stuent Ambassaors. PA/ tannoy announcements to alert exhibitors to fire exits an reminers to keep walkways clear Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

14 Trips, slips an falls Trips, slips an falls outsie of exhibition halls Injury Manual hanling Injury ue to manual lifting/ hanling Injury Iniviual briefing sheets provie for all Stuent Ambassaors an staff with specific roles. St Johns Ambulance to atten to first ai if necessary Emergency proceures guielines publishe in exhibitors hanbook Everyone Visitors to follow pathways on the campus, as irecte by signage. Stuent Ambassaors to irect stuents an know what to o in case of accient (briefing sheet). One way system in place in the Lecture Theatre Builing an Sports Arena. First Ai facility on campus if require. St Johns Ambulance to atten fair in the instance of first ai neeing to be aministere Emergency proceures guielines publishe in exhibitors hanbook Everyone External logistics companies an University Estates team to carry out any heavy lifting require for set up an break own of event. All Stuent Ambassaors an CER staff to have complete the online manual hanling training provie by the University. All staff an Stuent Ambassaors to be briefe on Health an Safety prior to event. Manual hanling brief inclue in the exhibitor pack on each stan. All staff to wear flat sole shoes. Stuent Ambassaors briefe to keep walkways clear Availability of trolleys for staff to use Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

15 Fire Evacuation/s Panic/ injury Everyone No fire alarms are planne for the 20 an 21 June University facilities all meet require fire safety stanars. University fire evacuation proceures to be followe incluing attenance of University Fire Marshall an Security. Staff to brief stuents on fire evacuation proceure at the start of each seminar. All exhibitors are aware of evacuation proceures. Stuents Ambassaors briefe on emergency proceures. Fire evacuation meeting points will be given to exhibitors on briefing sheet. Ensure all waste is collecte at regular intervals by Stuent Ambassaors. Ensure all electrical s are controlle an use safely. Ensure gangways are clear of rubbish. No smoking is permitte insie venue. University Fire Officer to issue instructions to organisers. Staff have been issue with briefing sheet on what to o in event of fire. Signing in sheets on Information Stan in Lecture Theatre Builing will show which staff an speakers are in the builing. Seminar speakers an stuent ambassaors will be aske for their mobile Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

16 phone numbers, so that they may be contacte in an emergency. Fire exits to be kept clear of obstructions. Fire extinguishers to be available in the venue. Ensure all waste is collecte an store correctly. Exhibitors to ensure all waste an flammable waste material is remove from stan area. Exhibitors will use esignate smoking areas. Fire alarm systems are in operation, with smoke / heat etectors an souners, in all use builings. Builings will be evacuate in the event of an alarm souning. There is also a irect link to the Security Information Centre an Security will mobilise immeiately in the event of an alarm souning. Venue to ensure fire prevention etection an alarm systems are aequate for the venue, an have been checke an maintaine in efficient working orer. Organisers an venue to ensure the current number of exits from the venue are aequate. Floor plan submitte to venue in avance of the event for approval. Evacuation plan to be known by organisers an communicate to stuent helpers, exhibitors an contractors. Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

17 Organisers to provie contractors, exhibitors an visitors with relevant evacuation proceure ocumentation, incluing fire assembly point. Exhibitors shoul ensure they are aware of the nearest emergency exit an keep all exits clear of obstructions at all times. Contractors, exhibitors an visitors to ensure they are aware of evacuation proceures, rea all relevant ocumentation provie, an follow all instructions given if neee to evacuate. Ensure all gangways an emergency exits are kept clear. All emergency exits maintaine an kept clear for the uration of the event. Exhibitors shoul not block aisles or public areas, incluing uring buil-up an breakown perios, an ensure that stan isplays are kept within the allocate stan space. Organisers to ensure PA system can be hear clearly in all public areas, where possible. If any evacuation announcements cannot be hear over the atmospheric noise, then security staff are to go into the halls to evacuate people. Visitors Contractors/ exhibitors eliveries Everyone Only reputable contractors previously use for this event to be use for eliveries. Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

18 Injury Contractors are aware of set up times an proceures an are familiar with the venues having elivere to campus before. Contractors have their own company safety proceures that they will follow. Contactors an exhibitors must ahere to set up an break own times provie by event organiser. No contractor vehicles allowe uring event opening times. Compromising situations Safeguaring visitors uner the age of 18 Safeguaring issue Uner 18 visitors, staff Exhibition hel in open, public area. Catering outlets will be briefe regaring the large volume of stuents uner 18 on campus Catering outlets selling alcohol will be extra cautious when asking for ID. Clear signage an maps for irecting visitors aroun campus. Stuent ambassaors available for assistance 24/7 security an first ai available Stuent Ambassaors will be in each venue to ensure safety of stuents. Emergency Situation Everyone Event organiser to have full event briefing with venue pre-event for emergency proceures an any security measures which have been put in place for the event. Event organiser to communicate etails with onsite team an notify any changes. Event organiser to follow venue emergency proceures at all times an take action to ensure safety of all visitors an exhibitors, High High Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

19 lock own or evacuate if neee. Event organiser to ocument all etails where possible on an occurrence register. Staff, Stuent helpers an exhibitors to be provie with a copy of the venues emergency proceures/evacuation proceures. UCAS event organiser to alert UCAS incient management team Staff, Stuent helpers, Exhibitors an visitors aske to remain vigilant at all times an report anything suspicious to the organisers office or venue security. Ra-blank_v Major Meium High High Very High Moerate Very low Meium Meium High Minor Very low Meium Meium Insignificant Very low Very low Likelihoo of

20 Hasilwoo House 60 Bishopsgate Lonon EC2N 4AW Tel: Fax: TO WHOM IT MAY CONCERN 15 th July 2017 Dear Sir/Maam UNIVERSITY OF ESSEX AND ALL ITS UK SUBSIDIARY COMPANIES We confirm that the above Institution is a Member of U M Association Limite, an that the following covers are currently in place:- 1. EMPLOYERS LIABILITY Certificate No. Y016458QBE0117A/T017 Perio of Cover 1 August 2017 to 31 July 2018 Limit of Inemnity Inclues Cover provie by 30,000,000 any one event unlimite in the aggregate. Inemnity to Principals QBE Insurance (Europe) Limite an Excess Insurers. 2. PUBLIC AND PRODUCTS LIABILITY Certificate of Entry No. UMT017/13 Perio of Cover 1 August 2017 to 31 July 2018 Inclues Limit of Inemnity Cover provie by Inemnity to Principals 30,000,000 any one event an in the aggregate in respect of Proucts Liability an unlimite in the aggregate in respect of Public Liability. U M Association Limite an Excess Cover Proviers le by QBE Insurance (Europe) Limite If you have any queries in respect of the above etails, please o not hesitate to contact us. Yours faithfully Susan Wilkinson For U M Association Limite U M Association Limite Registere Office: Hasilwoo House, 60 Bishopsgate, Lonon, EC2N 4AW Registere in Englan an Wales No