HGS event form

Hull Geological Society

Event form

(Please complete a form for each event that you are organising. Please return it to the Secretary. The information you provide will be pasted in to our programme, on to our website and used by our Publicity Officer.)

What? Title and brief description of event.

Who? Name of the leader(s) or speaker(s) or organiser(s)

When? Date, start time, finish time (you may want to give exact details only to those who book).

Where?

Meeting place and time near Hull (for members to share lifts - see notes below) -

Meeting place for first site - including grid reference (you may want to give exact details only to those who book).

Directions to first site (you may want to give exact details only to those who book) -

Nearest car parking -

Is there a charge for car parking -

Nearest public transport -

How?

Further information about the event:

Is the event suitable for all?

Who is it not suitable for? (e.g. age restrictions, disabled access)

Is booking required?

How to book - contact name, address, telephone, e-mail, website. (This information will be made public unless you specify otherwise by putting it at the end of this list. We will try to protect your e-mail address from spam-robots upon request).

Maximum number of people (only applicable if you are using a booking system) -

Terrain *: easy, strenuous, steep slopes, slippery, rocky

Essential equipment * : hard hat, steel toe-capped footwear, high visibility waistcoat, goggles/safety specs. NOTE - people without these will not be allowed on the field meeting.

Footwear * : any, walking boots, trainers, wellies

Clothing * : any, waterproofs, boiler suit, protective gloves.

Recommended equipment * : hand lens, hammer and chisel, sledge hammer, trowel, newspapers for wrapping specimens, spade, hard hat, other.

Food * : lacked lunch, pub lunch, not required.

Transport * : shared lifts, minibus, public - details:

Site status *: SSSI, nature reserve, RIGS, other, none.

Hammering * : prohibited/discouraged/allowed

Collecting * : prohibited/discouraged/allowed/encouraged

Advanced reading (e.g. books/websites where people can get information before the event) -

* - delete as applicable.

Summary - please provide a summary of the above information in about 100 words - this will go on the web-site and into the leaflets - please include :- title of the event, leader(s), booking, any restrictions, contact details for more information.

Any confidential information only to be shared only by the Committee should be listed below this line.

NOTES

It is the responsibility of event organisers to pass on safety information to those attending. By returning this form you are giving permission for this information to be made available to the public and for your details to be held on a computer. We will cut and paste the information you send us into our web-pages and leaflets, so please ensure that it is accurate.

Please check with Quarry Manager on the day for instructions/new hazards. Please remind people NOT to wander off or leave without informing the Leader.

Please give a quick talk to the group about safety and hand out a copy of the Society's Safety policy to non-members.

ALL PEOPLE TAKE PART AT THEIR OWN RISK - we do have liability insurance but NO accident insurance! Members accept lifts at their own risk.

We should always consider the conservation status of the sites we visit and establish whether hammering and collecting would conflict with the geoconservation.

We encourage members to share lifts by meeting in or near Hull before travelling to the event. This reduces our "carbon footprint" and members' costs, and allows members without their own transport to take part. Please select somewhere suitable for members to meet and leave their cars. In the past we have met front of the University on Cottingham Road, Cottingham Green or the Humber Bridge car park. Leaders should try to be at the local meeting place to pass on information and directions to members before they depart.

Once an event has been advertised we should not cancel it.

RISK ASSESSMENT

Hazard	Risk	Safety Measure

Notes -

Hazard - is something that has the potential to cause harm; such as falling rocks, tides, hammering.
Risk - a combination of the probability that an accident might occur and the amount of harm caused.
Safety Measures - the proposed action you propose to take to minimise the risk e.g. wear hard hats, instruct participants not to paddle in a sludge lagoon, wear safety specs when hammering.

Please also refer to the Society's Safety Policy. Remember: you should bring the hazards and safety measures to the attention of the party at the start of the field meeting.

Signed ………………………………………… date …………………….

This form must be completed and a copy sent to: The Secretary, Hull Geological Society, 28 Salisbury Street, Hull, HU5 3HA by post or e-mail (e-mail Mike Horne,)

Some guidance notes for completing the event/risk assessment form.

A form should be completed by the leader of each field meeting. A copy should be sent to the Secretary and you should keep a copy. You may wish to complete a form for each site or part of the meeting (especially if the members might only attend part of the meeting)

The safety information should be passed on to members and guests at the start of the meeting.

As leader of the meeting you can decide on any conditions that those attending the meeting should follow after you have considered conservation and personal safetyrequirements.

The event information will be used by the Secretary in a mailing to members, on the Society's web-site and for the public. Please indicate if you do not want your personal contact details to be published.

Please give the meeting place and time for the start of the meeting at the first site of the event AND any meeting place in the Hull area where members can gather and share lifts. Please give your contact telephone number if you are willing for members and guests to contact you directly for further details. Please state if booking is required and if there is any limit on numbers attending. Be honest about the suitability of the event for disabled or un-fit people. We should not discriminate against disabled members - but also have to be realistic about any increased hazards they may face and access problems. You may wish to ask disabled members to contact you personally to discuss the suitability of the trip.

If you plan to visit a working quarry you must contact the owner or manager to get permission and find out about their safety requirements. Otherwise it is up to you to decide what clothing you expect members to wear and whether hammering and/or collecting is allowed.

The risk assessment is something that we should normally do before any fieldwork. By writing it down it shows that you and the Society have made an effort to protect members and guests from accidents.

Consider the things we are likely to do on your field trip (such as walking on the shore, hammering rocks, inspecting exposures) and the hazards involved. A hazard is something that has the potential to harm people (such as slippery wave cut platforms, rocks shattering when hammered, loose rocks falling off a cliff face). The risk is the likelihood of the hazard occurring and the amount of harm that it might cause. For example you might consider that walking on a sandy beach will have a low likelihood and low amount of harm, but walking on slippery rocks would be medium risk. You might decide that hammering a granite erratic might cause more harm than hammering a wet piece of Speeton Clay. Hazards that should be considered include - tide, rock faces, mudflows, sludge lagoons, gradients, climbing, overhangs, slippery rocks, rock-dust, vehicles, hammering rocks..... Having established the risk you can then decide on safety measures to reduce the risk. This could involve banning certain activities, changing your route to avoid the hazard, specifying safety equipment or footwear to be worn, or issuing warnings to those attending. You should incorporate any safety instructions and restrictions that have been issued by the owner of the site.

The Society gives you the right to issue safety instructions to those attending, ban people from attending if they do not have the correct clothing or equipment, or abandon the event if conditions are more hazardous than you expected or people do not follow your instructions. Once the details of the event have been published we should not cancel it without warning the people who wish to attend - so it you wish to abandon the trip becasue of safety considerations you should be at the meeting places to those who turn up.