Uploaded via Festival Pro Form 1 - Compulsory Declaration.

A risk assessment is the most effective and efficient way of documenting, assessing and controlling risks under Health & Safety legislation. Completing a risk assessment does not mean that you are guaranteeing no accidents will happen, but that you are taking time to think through your actions in advance and on an ongoing basis are identifying and reducing any potential risks and the severity if it does.

Your risk assessments need to be specific to the CarFest event, your operations/activities onsite and be carried out within the last 12-months. You need to consider all of your actions and omissions and how they might affect not only your staff/crew/volunteers/visitors but also the public.

Should an incident occur, you may need to prove that you took all the reasonable steps to prevent it happening, your risk assessments would be proof of this; without it you could be found liable (both personally and corporately).

As show organisers we have a ‘duty of care’ to ensure our site operates as safely and responsibly wherever possible, reducing potential risks through provision and safety management. In order to do this, we have assessed the risks of our show site, our show procedures and the build - up, show open and break down. We will provide you, as exhibitors, with a safe site to work on and operate in.

All Content Providers must provide both a Risk Assessment and a Fire Risk Assessment. Any under 18s working onsite will require a Young Person’s Risk Assessment from their employer or guardian. Information and guidance on Young Person's Risk Assessments can be found here.

There are 6 simplified steps to follow when completing your Risk Assessment:

1. Identify the hazards.

2. Decide who might be harmed and how.

3. Evaluate the risks and decide on precautions.

4. Record your findings and implement them.

5. Review your assessment and update if necessary.

6. Think about how your stand will function in the great outdoors; are you prepared for our working outdoors and the challenges it inevitably throws up?

More guidance on Risk Assessments can be found here.

More guidance on Fire Risk Assessments can be found here.

Uploaded via Festival Pro Form 1 - Compulsory Declaration.

To comply with your contract terms and conditions, you must provide evidence of Public Liability Insurance and Employer’s Liability Insurance that is adequate for at least £5,000,000 and covers the event dates.

In most cases your current company insurance can be extended to cover this activity, and we recommend you contact your current provider to discuss a change for the event dates.

If you are a small business/individual and do not have any employees, please please upload a word document making us aware of this.

More guidance on insurance policies can be found here.

Uploaded via Festival Pro Form 1 - Compulsory Declaration (only if you are erecting a structure).

If you are bringing in your own supplier to erect marquees or structures, you must ensure that your supplier complies to all relevant guidance and safety legislation, specifically the guidance laid out within Temporary Demountable Structures 2017, 4th edition.

You are required to upload:

1. Detailed design drawings, calculations and statement of the design criteria.

2. Designer’s contact details.

3. Confirmation of design loads - this must include wind management loads, max operational wind loads (specifying constant or gusting loads), resist anticipated wind load, maximum leg load on foundations and ability to support suspended equipment, including details of permissible support methods.

4. Confirmation of independent design check.

5. Evidence of Professional Indemnity Insurance, supplied by the Designer.

All TDS structures must be signed off to CarFest as part of completion and ahead of leaving site. Structures will not be permitted to open without sufficient sign off.

If this is not achieved and the Site Safety Team are not satisfied, you and your teams will be required to return to site.

You must ensure you book the correct size marquee for your space. If the marquee does not fit within the space you have booked all build works will not be permitted.

More guidance on Temporary Demountable Structures can be found here.

Uploaded via Festival Pro Form 1 - Compulsory Declaration (only if your activities involve directly working with and/or the participation of children or young people under the age of 18).

If your activities at the event directly involve working with and/or the participation of children or young people under the age of 18, you must take this into consideration when making arrangements for your staff/crew/volunteers/visitors.

Due to the concept and nature of CarFest, we take the safety and security of all children very seriously. You must provide a valid DBS check certificate that has been issued within 12-months of the CarFest event dates, for at least one member of your on-site team. This team member is responsible for overseeing the actions of all other team members and their activities. Both basic and standard level DBS checks are acceptable.

If your activities require for a member of your on-site team to be alone with a child or young person at any time, you must provide the name(s) of the individual(s) and provide their valid DBS check certificate, that has been issued within 12-months of the CarFest event dates.

More guidance on DBS checks can found here.

Uploaded via Festival Pro Alcohol Safety Form (only if your activities include selling/sampling alcohol).

To comply with the Premises Licence in place for the event, if your activities involve selling or sampling alcohol you must identify a DPS (Designated Premises Supervisor) for your stand. This individual must be a Personal Licence Holder and will be responsible for the safe selling and/or sampling at the event.

More guidance on DPS’s and Personal Licences can be found here.

You will also be asked to provide a a comprehensive Allergen Plan/Information about your product(s).

Uploaded via Festival Pro Food Hygiene Form (only if your activities include selling/sampling food).

To comply with our Food Serving Policy, if your activities involve selling or sampling food, you must be registered with your local authority. You will be asked to provide a Risk Assessment, a Food Hygiene Certificate for at least one member of your on-site team, your HACCP Form and a comprehensive Allergen Plan/Information.

More guidance on on safe food practices can be found here and more guidance on food safety can be found here.