Documentation

Within the CDM 2015 regulations there are three significant pieces of CDM documentation produced when undertaking a construction project  – Pre-Construction Information, the Construction Phase Plan and the Health and Safety File.

 

We believe an acceptable interpretation of CDM planning is as follows:

Event CDM Phases

Diagram showing what phases of an event project are now regulated by CDM legislation created by EventSafetyPlan.com

Event Build & Dismantle Phase

(aligned with CDM regulations)

PlanPurposeWho Prepares ItWho is it for?When does it need to be completed?
Pre- Construction Information

 

A communication to contractors detailing any health & safety considerations or risks that need to be taken into account when planning the project.

This includes ensuring that costs for delivering the project safely have been factored into the budget.

Client and principal designer must work together to:

  • Assess adequacy of existing information
  • Agree arrangements to fill gaps in existing information
  • Provide sufficient information to designers and contractors
Principal Contractor, Contractors and DesignersProvided for the initial briefing phase
Construction Phase PlanTo explain in detail the risks involved in the construction and dismantle of the project and the measures being taken to control & eliminate those risks.The client must ensure that the principal contractor prepares the Construction Phase Plan, in collaboration with the principal designerEveryoneBefore construction starts

Event Open Phase

(not part of CDM legislation)

PlanPurposeWho Prepares ItWho is it for?When does it need to be completed?
Event Management PlanPlan to explain in detail how the live period of the event will be safely runPerson(s) responsible for the safe running of the eventClient, venue, licensing authorities, insurance companies etcBefore the event opens

Pre-Construction Information

Pre-Construction Information should be provided to contractors prior to them preparing their own safety arrangements, to ensure they are aware of site specific hazards or considerations that need to be made along with information about how the site will be managed.

Due to the way the events industry works (usually standardised venues, short lead times, standard working methods etc) we have found that the Pre-Construction Information is usually produced as part of a invitation to tender document or RFQ (Request for Quote) to contractors, or as a draft of the construction phase plan.

The roots of the legislation are in the construction industry where a client (eg. A developer) would be required to provide information to their principle contractor about potential safety issues on site (eg. asbestos, underground electrical cables or contaminated ground) to allow them to make provisions in their costs and safety planning to be able to carry out the job safely. In an events industry context, relevant information might include access for vehicles or what permanent utilities are available (eg. mains water or electricity).

When preparing Pre-Construction Information, consider what your contractors will need to know when they are planning how they are going to deliver their scope of work. This might include:

  • Project information like dates, schedules, key contacts
  • Sequence of work for the build / dismantle
  • How the site & project are going to be managed
  • How the site is designed / laid out and how it can be accessed by pedestrian and vehicle traffic
  • Site specific hazards eg. ground conditions, nearby roads or public walkways near the site, buried mains cables etc.
  • Site rules and any mandatory PPE
  • What services and welfare facilities are already in place and what needs to be brought in

Pre-Construction Information could be communicated in a number of different ways depending on the timeframe and the amount of information you have available. For example the information could be contained within a detailed brief or tender that is sent out to contractors to allow them to take into consideration any safety issues when compiling their quotes, or it could be within a briefing email or written letter.

Whichever method you chose it’s vital that you retain a copy for your records in the event that the HSE or other interested party ask to review it.

Much of the information in the Pre-Construction Information can also used in the Construction Phase Plan.

Creating Pre-Construction Information with Event Safety PlanChose the appropriate headings from the CDM template headings and fill in the information you have available. Then export a copy of the safety plan to send to your contractors as your Pre-Construction Information.

Your contractors should be able to use your information to prepare their risk assessments and method statements for the project which they should then send to you for review.

Once you’ve received your contractor’s risk assessments and method statements then collate them in your document appendices and as required, update your safety plan by editing or adding in additional headings as appropriate.

Construction Phase Plan

Under CDM regulations the Principal Contractor must produce a Construction Phase Plan.

The Construction Phase Plan must set out the health and safety arrangements and site rules being applied during the build and dismantle phases. It must take account of the construction activities taking place on the site and, where applicable, must include specific measures concerning work that is considered high risk.

Information in the Construction Phase Plan might include:

  • Pre-Construction Information prepared either by the client or their nominated person
  • Any information received from the designers relating to complex installations
  • Health and safety arrangements for the site
  • Site Rules
  • Overview of production schedule
  • Access information
  • Welfare, security and first aid information
  • Emergency Procedures
  • Organogram depicting project management team roles and responsibilities
  • Detail of how changes to the design will be managed on site and what steps will be taken to ensure that changes to agreed installation methods will be suitably risk assessed.

Throughout the project the Principal Contractor must review and update the Construction Phase Plan so that it continues to be relevant for the duration of build and dismantle.

In addition, the appendices of the construction phase plan might include:

  • A site management risk assessment and method statement
  • All contractor risk assessments, method statements, insurance documentation and other health & safety documents pertaining to their activities on site (for example evidence of plant training, COSHH information or fire retardancy certification)
  • A copy of the site rules
  • Intended site induction content
  • Site layouts
  • The emergency evacuation plan
  • Full production schedule

The principal contractor should work with the principal designer and client to ensure that all relevant information is handed over to contractors and workers. This might take the form of a crew briefing document sent out prior to commencement of the build and an onsite safety induction.

To add appendices to a document we recommend adding a safety plan section titled ‘appendices’ that lists the documents that will accompany the final export. Then send the relevant documents as separate files with the safety plan PDF to avoid creating an unmanageably large export.

The Health & Safety File

In construction, information is collected in the health and safety file about site specific hazards discovered during construction phase and the materials/methods used in the build. This information is for the long term maintenance of the structure and is relevant if the structure has to be demolished or dismantled at a later date. The file may also contain information about safety systems designed into the building to allow for maintenance eg. cleaning the windows or roof repair.

In the events industry where builds are very temporary, this plan seems to have less relevance.

Although on a construction project this is a separate file under CDM, current events industry interpretation seems to be that the information collected for the Health & Safety File is best fed in to the Event Management Plan, which deals with the live phase operations of an event.

We interpret this document to be

  1. Safety information appropriate to the characteristics of the event and completed build. For example it might detail and Adverse Weather Plan or checks and maintenance for temporary structures.
  2. Information, learnings or data that could be useful for subsequent or similar event builds and can be passed on to future project team members.

Event Management Plan

This is not a requirement of CDM 2015, however there should be a document that includes health & safety and event management information to be produced by a responsible person for the live phase of the event. For more information see our Event Management Plan help page.

 

This is general information and may not be applicable to your specific situation, if in doubt then contact us or consult with a qualified health & safety advisor.
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