Kimbolton Rural Sculpture Festival 2025
Health and Safety Plan
Introduction:
The Kimbolton Art & Sculpture Charitable Trust will be holding the Kimbolton Rural Sculpture Festival on Saturday the 5th of April 2025, a celebration of rural sculptures and fine art in a one-day family orientated festival on the Kimbolton Sports Domain grounds. The festival will include sculpture displays, fine art, crafts, music, art and craft stalls, entertainment, coffee and food stalls.
The Plan relates to the festival between 9:00am and 5:00pm.
Set up and pack down including the delivery and removal of sculptures on site will occur from 8:00am Thursday 3rd of April and 5:00pm Sunday 6th of April 2025.
This plan is applicable to all event participants and spectators, event staff, entertainers, stallholders, contractors & volunteers at this event.
Contents:
- List of all key personnel, their role and contact details.
- Hazard identification plan.
- Site plan
- List of contractors to be engaged and involved in the event.
- Contractor engagement process.
- Securing of sculptures.
- Segregation of any plant/vehicles from people.
- Emergency Procedure.
- Emergency services.
- First Aid.
- Event Headquarters / Information Centre / Lost Children.
- Security
- NZ Police
- Toilet Provision.
- Volunteer and Activity provider Employees/Contactors.
- Stallholders
- General guidelines
- Manual handling
- Working at heights
- Food Provision
- Lighting and electrical Guidelines.
- Performance stages
- Crowd Control.
- Traffic and Parking.
- Site Hazards.
- Forklifts/trucks
- LPG Bottles
Key Personnel:
Kimbolton Arts & Sculpture Trust
- Chairman – Tony Waugh (06) 328 5708
- Secretary/Treasurer – Darryl Coleman (06) 328 5936
- Health & Safety officer – William Goodall 022 0704416
- Sculpture Co-Ordinator – Darryl Coleman (06) 328 5936
- Festival organizer – Stewart Morton (06) 328 5772
Site Plan:
Site plan
Hazard identification plan:
A Risk Management Plan has been prepared.
Contractors:
Traffic management
-
Car parking
- Ashhurst/Pohangina Lions Club – John Bartlett 06 328 5004
Contractor engagement process:
Traffic management: An approved traffic management plan will be prepared to control traffic entering the parking area provided on the neighbouring property to the Domain by an approved traffic management contractor.
Parking: Car parking on the adjacent property to the domain will be carried out by volunteers supplied by the Ashhurts/Pohangina Lions Club to direct the public in a safe and orderly manner.
Securing Sculptures:
All sculptures must have a secure base or be secured in a manner which will prevent injury to the public. Where it is deemed to be necessary the area surrounding a sculpture will be roped off at a safe distance to prevent access by the public.
The Sculpture Co-Ordinator will be responsible for all sculpture placement and safety of sculptures.
The Sculpture Co-Ordinator has sole discretion on the safety of a sculpture structure and can deny entry of the sculpture if he/she determines that the public’s safety is at risk with its display.
Segregation of vehicles:
All vehicles being driven on the Domain grounds must not exceed 5kph and display hazard lights. All stallholder vehicles are to be removed to the stallholders designated parking area between the times of 9:00am and 4:00pm.
Only vehicles essential to the supply of food, emergency services or part of the festival program are to be allowed on the Domain between 9:00am and 4:00pm.
A designated public car parking area for the general public is in the paddock adjacent to the Domain. Parking marshals will be on site to direct car parking in an orderly fashion to allow easy access to and from the parking area. Camper vans staying overnight are in separate designated parking areas.
Emergency Procedure:
Emergency services required for the festival are notified prior to the event commencement.
All event staff, volunteers and contractors are to be advised of the emergency procedure and provided with a copy of this plan.
Staff, volunteers and contractors are to report any emergencies immediately to event Headquarters – located in the Rugby Clubrooms building – refer to the site plan appendix A.
Organizing committee members are designated Fire Wardens and will coordinate emergency procedures should they occur. In an emergency requiring the assistance of the Kimbolton Fire Brigade the emergency phone number 111 must be called.
Volunteers and contractors are not to attempt to put out fires unless they are certain that they can do so without jeopardizing their own safety. Hand-held fire extinguishers are to be provided by food providers.
If volunteers and contractors at any time feel they are in danger they are to report immediately back to Headquarters tent.
In the event of a member of public sustaining serious injury, volunteers and contractors are to:
• Ensure their own safety first,
• stay with the patient,
• send someone to headquarters to request assistance,
• try to keep patient calm,
• await further instruction from medical staff or event management.
In the event of a security risk, volunteers and contractors are to:
• ensure their own safety first,
• report the incident to police/security to request assistance,
• await further instruction from event management
In the event of an evacuation, volunteers and contractors are to:
• direct all activity, participants and spectators to the designated evacuation area.
• evacuation area has been designated as the tennis courts end of the lower rugby field. Refer to the Site Plan.
Emergency Services:
The Emergency Vehicle access point has been designated as the main entrance into the Domain for emergency services vehicles. Refer to Site Plan appendix A for location points.
The helicopter emergency designated area is in the paddock to the south of the parking area. See APPENDIX B
First Aid:
• ProMed will be in attendance – See Site Plan
• Ambulance in high visibility area to ensure all participants aware of location & attendance.
• ProMed will attend to all emergency situations requiring first aid.
Event Headquarters / Information Centre / Lost Children:
• The Rugby Clubrooms has been designated as the Information Centre and event base, including Lost Children.
• Signage will be erected on the day to indicate location and is identified on the event map information brochure.
Security:
• Security will be onsite Thursday, Friday and Saturday overnight from 6:00pm – 7:00am.
NZ Police
• NZ Police has been advised of the event and will be in attendance.
Toilet provision:
· Toilets will be available at a ratio of 1 per 100 persons, with a mixture of trailer unit and port-a-loos placed on the Domain for the duration of the event (refer to the site plan)
· Disabled Public Toilets located at the entrance to the Domain grounds will be open 24hours.
Volunteers / Contractors
For the purpose of this document the term “Volunteer” refers to all unpaid personal working at the Kimbolton Rural Sculpture Festival, and “contractors” refers to all employees/contractors of the contracted organizations/companies.
Volunteers are being used to assist with set-up & pack-down, event entry, perimeter control, parking, festival activities.
All volunteers (on-site for the duration) will sign in & out with the event manager based at Festival Headquarters, or designated volunteer organization Team Leader.
An event briefing and safety induction for volunteers will be held prior to the festival (for those volunteers not on-site until a later time, pre-start induction will be done individually at sign-in). All volunteers are to be provided with rest stops, toilet breaks and water refreshments.
Contractors are to coordinate their employees/contractors breaks.
Volunteers will be provided with a suitable form of identification/name tag to ensure clear identification on the day.
Volunteers and contractors are to be prepared for all weather conditions and will be provided with this health and safety plan and other relevant information for this event.
There is to be NO consumption of alcohol by contractors whilst on duty or breaks.
Stallholders:
Stallholders will be issued with an information pack containing
· Terms and conditions of entry
· Site plan
· Set-up and pack down procedures
· Health and safety requirements
· Health & safety incident report procedures
All stallholders must operate their stall in a safe manner and ensure that their products on sale are not dangerous to the public.
General Guidelines:
All Volunteers and contractors to:
• Report hazards or incidents to the festival health & safety officer
• Observe and obey all warning signs/instructions
• Only go where you are authorised to go
• Report all injuries to the health & safety officer
• Get first aid promptly
• Report all fires and emergency situations
• Ensure appropriate meal breaks and rest periods are taken to ensure individuals are not adversely affected
• Only use equipment you are certified trained or have the skill to use
• Dispose of waste in accordance with site rules
• Use the right equipment for the job. Wear and use safety equipment when required, including appropriate clothing and footwear
• Animals, including pets, not part of the festival programme are not to be brought onto event sites by anyone including volunteers and contractors.
Manual Handling:
No person should be required to lift more than they are capable of lifting on the day.
Always ensure the pathway is clear prior to moving anything.
Guidelines: For loads that can be carried by the individual:
1. Stand as close to the load as possible with feet apart for good balance, bending your knees and straddling the load.
2. Always try to lift when standing or at least half squatting rather than kneeling or not using your legs.
3. Keep your back as straight as possible whilst lifting and carrying.
4. Always keep the load as close as possible to your body, with elbows close to your sides making sure you can see where you are going.
5. Do not twist your body to change direction, use your feet.
Team Lifts (Preferred Method):
1. Ensure one person is in charge during a team lift.
2. Where possible, ensure members of a team lift are of similar height.
3. Position people for the lift having regard to the size, shape and balance of the load.
Working at Heights:
General Guidelines
· These safety measures are to be adhered to when erecting any stage or construction over 2m above ground.
• No person should enter or exit the immediate activity area when anyone is working at heights without the express permission of the relevant Supervisor
• Warning signs must be clear, unobstructed and in conspicuous places.
• When working at heights, only essential tools and equipment should be used.
• Prior to ascending, all tools should be secured with lanyards to prevent them falling on those below and pockets must be empty.
• Vision must not be impaired when working at heights.
• Where there is the potential for a person to be injured from a fall, appropriate fall protection must be used.
• Ensure all ascent/descent of ladders is performed forward facing and that you grasp the rungs and not the sides.
• Communication systems must be established between those at height and those on the ground.
• Do not work to the sides of ladders or guard railings at height.
· All ladder work must be carried out by trained operators.
• Appropriate footwear must be worn to minimize the risk of slipping; appropriate clothing must be worn to minimize the risk of snagging; hair should be tied back at all times.
Elevated Platforms and workspaces Guidelines
• All floor openings must be guarded by a cover or guardrail on open sides, when not in use in rehearsal or performance situations.
• All platforms to be used above ground that could result in a fall must have safety guards or a fall arrest system in place for those using the said platform and used by trained personnel
• Hinges, handles, and all other hardware must be flush with the floor.
• If guard-rails are impracticable, there should be other mechanisms for at least warning of the potential hazard of falling, such as tape markings.
• People should not ride on lifting devices that aren't meant for human lifting.
• Platforms should be clear of all obstructions, and kept free of oils, grease or water.
· All fall hazards should be controlled with physical isolations.
Food Provision:
• A Food Stall Mobile Trader license must be obtained from the Manawatu District Council or other relevant body and be on display during the event.
· It is anticipated an inspection may be undertaken by an MDC health inspector.
• A variety of food, wine vendors will provide food and beverages for purchase by event participants.
• All vendors have been provided with the Food Handling guidelines and must follow appropriate Food Hygiene regulations.
• All stalls selling alcohol must apply for their own Special liquor license for on sales only
Lighting & Electrical Guidelines:
Lighting & all electrical equipment must be well maintained.
Electrical Equipment Guidelines:
• Electrical equipment must be inspected, tagged (in accordance with NZS3760:1996) and not used if it appears faulty.
• All portable electrical tools/appliances used in connection with productions and events must be protected by residual current devices (RCDs) or, in the event use of RCDs is incompatible with the use of a particular electrical tool/appliance (for instance, dry ice machines), then protection must be provided by current protection on the distribution board.
• All these devices must be tested for function by a qualified electrician or competent person. Testing requirements must follow those outlined in legislation and NZ standards.
• When there is a possibility of moisture, any joins will be provided with adequate weather protection.
• All leads must:
- be protected from the weather,
- be off the ground where possible,
- not be twisted, crushed or kinked,
- be secured and clearly identified,
- not create a tripping hazard, and
- not be contacted by cranes or overhead mobile equipment.
• In the event it is not possible to keep leads off the ground, a full risk assessment must be undertaken, and appropriate controls implemented with consideration being given to the use of covers.
• Before working on any electrical equipment, it must be properly isolated, tagged and checked.
Portable Generators
• Cables shall be protected against contact with sharp edges or heavy loads.
• All portable generators must comply with current NZ standards and be fitted with an earth leakage device.
• Cables should be routed, taped down or covered to avoid people tripping over them. They should not be nailed, stapled, or tacked to wood or attached to metal pipes or other metal materials.
• Worn and frayed electrical cables should not be used. Keep electric cables away from sharp corners or doors that can pinch and damage them.
• Generators shall not be located in enclosed locations where emitted fumes are unable to vent adequately.
Performance Stages:
Hazards 1. Electrical – power cables and technical operations
2. Trip/Fall obstacles
3. Structural
4. Equipment and Performers Personal Safety
Strategy
1. Minimal pedestrian flow expected around cabling as situated at rear of marquees in restricted access areas. Will be feed around marquee edges. Will be checked regularly throughout the event to ensure hazard remains minimized.
2. An experienced sound production company contracted to operate all equipment and co-ordinate technical crew for duration of the event.
3. The stage crew will ensure that the stage and access areas are kept free of trip/fall hazards.
4. Undertake checklist detailed below.
Checklist Stage:
• Is rigging safely secured
• Are props safely secured
• Are lights safely secured (if applicable)
• Are electrical outlets safe and working
• Is all cabling secured and clearly marked in the wings (or where appropriate)
• Are elevations clearly marked and safe
• Does stage floor have enough resiliency
• Are the floors dry and clean
• Is the stage clear of splinters, loose boards, nails etc
• Are entrances and exits well-choreographed and rehearsed
• Are onstage movements well-choreographed and rehearsed
Crowd Control:
Hazards
• Inappropriate event participant and/or spectator behaviour (Security)
• Excessive consumption of Alcohol or illegal substances
• Crossing Roads
Strategy
• Event Staff & Security to monitor crowd behaviour and advise Security and/or Event Coordinator of inappropriate behaviour or if a situation is imminent.
• Security team to manage situation and advise Event Coordinator if Police intervention is required.
• Contact Feilding Police if situation looks to escalate to violence or beyond security team control.
• Where illegal substances are in use then the Police shall be contacted in all circumstances without exception.
Traffic and Parking:
Issue Access to car parks / Traffic Flow
Strategy
• Parking is available for event participants in the paddock alongside the Kimbolton Sports Domain Grounds.
· All visitors to the festival will be required to use the car parking provided.
• Traffic Management personal & signage will be in place where entrance to the car park area is located. (See traffic management and risk assessment plans)
Issue Volunteer Safety
Strategy
• All contractors/volunteers involved in car park management are to wear reflector vests at all times.
• A qualified TMS will be on-site at all times.
Site Hazards:
• A pre-event hazard inspection will be undertaken, to identify all slip, trip and fall hazards.
• A Hazard register will be on-site and completed accordingly and held at Event Headquarters.
• Construction site hazards will be particularly noted – in relation to access & safety. • Known site hazards are noted in the attached register – pre-event data only.
Forklifts/trucks
Be aware, forklifts/telehandler and Trucks will be operating onsite.
· Walking Pace is the speed limit for forklifts/telehandler and trucks AT ALL TIMES.
· Forklift/telehandler drivers must have a spotter whilst unloading and loading items
· Segregation area where forklift/telehandler is operating, no person is to enter this area
· Assistance: if the unloading relates to your site you will be expected to ensure no persons are allowed into the operational area of the forklift/telehandler.
· Hazard lights and seat belt must be on.
· No smoking or use of phones on forklift/telehandler when in operation.
· Only persons authorized by the festival management or have their current license and OSH certificate on them can operate a forklift/telehandler.
· PPE: Safety footwear and hi viz must be worn when working with a forklift/telehandler.
LPG Bottles
• Each marquee/tent has been defined as an individual site/place, with LPG bottles not to exceed 250kgs maximum before signage and other controls required.
• Each BBQ is to have a small hand-held fire extinguisher in the immediate vicinity.
• Each BBQ will be located 5 metres apart from each other, within the individual sites.
• All LPG bottles must be approved cylinders and filled by an approved filler (off-site).
· No hanging display material to be in the vicinity of any BBQ.