The Llanddarog and District Show Society, ‘the society’ ,  exonerates themselves from any loss, damage and neglect of Stall holder’s effects and personal property. Stallholders will be responsible for Health and Hygiene, keeping their stand area safe and tidy at all times and to be left in the state that they found it.  All rubbish to be cleared and taken away. The safety of the general public must be upheld at all times. Cars will be parked on the show field in a designated area during show day, and at the owner’s risk.  Cars will not be allowed on the showground during the evening event.

The organiser’s decision will be final and will be upheld.

These will assist with the implementation and enforcement of this policy statement, and take charge in dealing with emergencies and major incidents.

Safety Officer . (Contact Emyr Williams 07967 195864) 
Their duties include 
a.      Inspection of exhibitor’s stands and equipment.
b.      Enforcement of the Society’s standards.
c.      Inspection of potential trouble spots in regard to movement of vehicles, livestock and people.
d.      Auditing and monitoring of documentation

Exhibitor’s responsibilities
All exhibitors must take reasonable care for the health and safety of themselves and all other persons who may be affected by their acts or omissions. No exhibitor may misuse, fail to use or recklessly interfere with any equipment provided by the organisers in the interests of health and safety under statutory obligations or otherwise.

All exhibitors should note the Management of Health and Safety at Work Regulations 1992, which requires co-operation and co-ordination between all exhibitors and the Society in so as far as the requirements on both to carry out adequate risk assessments covering the work to be carried out, and to implement any procedures as required by the above legislation, and also to inform all those concerned of these assessments and procedures.

All exhibits brought onto the show field must be appropriately trained to a standard that ensures the safety of other exhibitors and the general public.  The committee reserves the right to instruct exhibitors to return their exhibits to their mode of transport.

Where ever possible traffic systems will be planned and operated.  Ideally rigid crowd barriers or roped ways will be used to prevent people and the movement of animal intermixing. Only the minimum necessary movement of vehicles will be allowed. The speed limit of 5mph will be strictly enforced. Only exhibitors’ vehicles will be permitted to enter the area in front of the marquee for a minimal amount of time for the purpose of unloading between 7.30am and 9.30pm prior to moving to the car park area. No vehicles, of any type, shall be driven, ridden, or pedalled around the Showground from 9.30am unless officially authorised or accessing or exiting the car parking areas. Vehicles must at all times be driven by a properly licensed and fully insured driver. Vehicles parking on site must not obstruct emergency exits or emergency routes. 

Dogs should be kept on short leads at all times – Dogs must not be left unattended or in vehicles. All dog owners must dispose of their dog faeces safely. The movement of Cattle, Sheep & Goats must be kept to a minimum and when moving outside of their fenced areas, strictly controlled and stewarded. Horses must not be taken into any area where the public have access, except within the confines of the ‘Horse Field’. Riders to wear a hard hat meeting current British Standard specification as specified by the British Horse Society. 

In the event of an injury or illness of an animal, a veterinary surgeon  and Farrier will be in attendance and can be contacted via the Secretaries office.

Livestock Vehicle Movements at Close of Show
Livestock vehicle loading and movement will commence at 2.30pm. Livestock vehicles will leave the site at the bottom entrance to minimise risk to the public and to satisfy our control measures for segregation of traffic and the general public. All vehicle movements will be subject to stewarding and barriers being in place.

Any plant, machinery or equipment used prior to, during or after the event should only be operated by an adult whom is fully trained in its safe use.  Any use of equipment by persons under 18 should be prohibited.

All machinery should comply with the ‘Provision and Use of Equipment Regulations 1998’.

When positioning ropes, fences and barriers to restrict the access of persons into potential danger areas, an adequate margin of safety must be observed.  In particular, account must be taken of risks to those persons from materials which may be ejected from machines. All static exhibits must be erected in a way that ensures they do not present a risk to any person during the event (including erection and dismantling).

The correct protective clothing/equipment should be worn at all times when participants or exhibitors are engaged on any activity for which protective clothing/equipment is required.  All such Protective clothing/equipment at should comply with the requirements of the Personnel Protective Equipment at Work Regulation 1992.

Children’s Entertainment  
Entertainment devices must comply with ‘HSG175 Fairgrounds and Amusement Parks – Guidance on Safe Practice’. They must be run by qualified adults, provided with the necessary safety fences and operated within the designated areas. Inflatable play equipment must have an up to date ADIP/PIPA (or equivalent) inspection tag/certificate See Special Rules. Documentation should be available on site. The Society reserve the right to audit this documentation.

Hazardous Equipment and Substances
 Particular care must be taken with the following potentially hazardous equipment. 
LPG Cylinders & Burners – Cylinders must be safely and securely stored and use compressions fittings. Burners must be suitably sited and must have been examined and tested by a competent person and satisfactorily labelled to that effect. Documentation must be available for inspection on request. Electrical Generators – These must be silent running, properly earth and protected by an approved RCD Trip System. Leads and cables should be dug into the ground, the hot exhaust must be suitable directed and the generator must have been recently tested and labelled to that effect.

All static/model caterers must ensure that they comply with all the relevant Food Hygiene Regulations:-
The Food Hygiene (General) Regulations 1970.
The Food Hygiene (Markets, Stalls and Delivery Vehicle) Regulations 1993
The Food labelling Regulations 1993
The Food Safety (General Food Hygiene) regulation 1991
The Health and Safety (Temperature Control Regulations) 1991
Health and Safety at Work Act 1974

All caterers should realize that the inspectors of Local County Environmental Health Departments may make inspections prior to and during the event, to ensure that ‘Food Operators’ understand and comply with the relevant legislation.

Guidance on Health and safety in kitchens and food preparation are HS(G)55 is available from HMSO Tel 071 873 0011.  Caterers should obtain a copy and follow the guidance therein.

Show and Stand Safety
All temporary structures including marquees etc must be soundly erected for their intended purpose and ensure that they are secured against any form of collapse. Trade exhibits are to keep strictly within their allocated site, in order to ensure the free flow of spectators and if necessary, emergency vehicles. Exhibitors vehicles which cannot be accommodated within the allocated space are to be removed to the public car park by 9.30am. Trade Stands should refer to Trade Stands Regulations

It is recommended that all trade stands have firefighting equipment and should be appropriate to tackle the risk involved as determined by their risk assessment. All stands should allow enough room around their stand in case of emergency evacuation.

Fire Emergency Procedure
In the event of a fire evacuate the stand immediately. The alarm should be raised and neighbouring stand holder warned of the danger.  Report the fire to the Secretary’s office where a telephone is available and the fire authority will be called. Keep all spectators clear of the area. All Trade Stands are required to have their own appropriate fire extinguisher(s) available for use at all times and in accordance with the control measures outlined in their specific risk assessment. 

Accidents/First Aid
It is important that any accident should immediately be reported to the Secretary’s Office, so that appropriate action can be taken with regard to emergency services and so that it can be recorded in the Accident Book. 
First Aid is provided by Encore and is provisioned for both day and night.

Lost Property

All lost property must be sent to the Secretary’s Tent where it will be logged.  All lost property will remain until after the event when it will be transferred to Dyfed Powys Police unless it is explicitly proven to the Chief Steward or Chairman that is the claimant is the rightful owner.

Lost Children/Vulnerable Adults

Cases should be reported to the Secretary’s tent. Details shall be radioed to all stewards. Lost children or vulnerable adults should be brought to Secretary’s Tent, and they will be cared for until their parent or guardian arrives. The parent or collecting adult must sign the form when they collect the child. If the child is reluctant to go with the parent or collecting adult, or the person concerned is not in a fit state to look after a child, a second opinion will be sought from the police.

Messages can be left at the commentator’s caravan or the Secretary’s tent.


Complaints and Compliments

All staff will be briefed on how to receive complaints and compliments.  Any dissatisfied customers or customers wishing to compliment the event should be directed in the first instance to the Chief Steward or Chairperson.

All complaints and compliments will be recorded on forms detailed in Appendices B and C accompanying this document.

All documents will be acknowledged in writing within 10 working days of the event and a full investigation and reply will be carried out and provided as soon as possible.

Complaints and comments will be used as part of the event de-brief programme to which all interested parties are invited.

Smoking / Vaping
Smoking is not permitted in any marquee or other structure erected for use on show site, including toilets and grandstands. Smoking is also not permitted in any area where hay, straw or other bedding is stored. If smoking in any other area please ensure that you dispose of cigarette ends safely and without causing litter or the potential for ignition.

 Radio communication is available to specified Show Stewards and personnel – a list of radios and channels is available from the Show Office

The Society  will assess the risks to the health and safety of all and of anyone else who may be affected by the society’s undertaking and activity carried on at the show.  These assessments will enable any necessary preventative and protective measures to be taken to ensure a safe and healthy environment at the show.

The Society will revise this safety policy document from time to time as required by the Health and Safety a work act 1974.

Chairperson:-  Sara Evans  (07584 125015)
Safety Officer : - Emyr Williams (07967 195864)
Secretary:-  Claire Williams (07854 838524)
Chief Steward:-  Jean Llewelyn (07793 452296)
Treasurer: Angela Isaac (07971 883384)
Designated Premises Supervisor (licensing) – Mark Griffiths (07920 534253)

End of Document