IMO2024+Health+&+Safety+Policy

IMO2024: Health & Safety Policy
Contents
Overview of IMO2024 and Relationship to Purposeful Ventures .................................... 2
General Principles ................................................................................................................... 3
Responsibilities ........................................................................................................................ 3
Arrangements for Health & Safety ........................................................................................ 4
Appendix 1: Incident Report Flowchart – University of Bath (Contestant site) ............. 7
Appendix 2: Incident Report Flowchart – Mercure Hotel (Leader site)........................... 8
Appendix 3: Incident Report Flowchart – Clayton Hotel (Leader site) ............................ 8
Appendix 4: Incident Report Flowchart – The Forum ...................................................... 10
Appendix 5: Incident Report Flowchart – Excursions/Offsite ......................................... 11
Appendix 6: Incident Report Form ...................................................................................... 12
1
IMO2024: Health & Safety Policy
Overview of IMO2024 and Relationship to Purposeful Ventures
The International Mathematical Olympiad (IMO) is a prestigious international mathematics

competition. In 2024, the IMO will take place at across two primary sites:
• Leader Site: Mercure Bristol Grand Hotel and Clayton Hotel in Bristol (11th-17th July
2024)
• Contestant Site: University of Bath (14th-22nd July 2024)
In 2024, Purposeful Ventures is responsible for delivering this one-off event. The following
policy is to be followed throughout the entire event.
Purpose
The purpose of this Health and Safety Policy is to ensure the safety and well-being of all
individuals during IMO2024.
Objectives:
• Protect Attendees: Ensure the safety and welfare of all attendees.

• Provide Guidelines: Establish clear guidelines and procedures for staff, volunteers,
and contestants to maintain a safe environment.
• Promote Awareness: Raise awareness about health and safety measures.
• Respond to Concerns: Provide a framework for reporting and responding to health
and safety concerns or incidents promptly and effectively.
• Legal Compliance: Ensure compliance with relevant health and safety laws and
regulations.
• Foster a Safe Environment: Promote a culture of safety and support.
Flowcharts for Health and Safety Procedures: This policy also contains five flowcharts,
which clearly outline the steps to take should a health and safety issue arise. These can be
found on the following pages:
• Page 7: University of Bath (Contestants site)

• Page 8: Mercure Hotel (Leader site)
• Page 9: Clayton Hotel (Leader site)
• Page 10: The Forum (Offsite)
• Page 11: Excursions (Offsite)
Incident Reporting:
• Appendix 6 (page 12) provides guidance and a form for reporting incidents.
Distribution: This policy will be emailed to all event attendees, who must read it in advance.
2
General Principles
a) The general provisions of the United Kingdom Health and Safety at Work etc Act 1974
impose a duty on all employers to ensure, as far as is reasonably practicable, the
safety of their employees at work by maintaining safe systems of work and safe
premises, and by ensuring adequate instruction, training and supervision. Employers
are also bound by the Act to ensure the safety of all other persons, who, though not
employees, may be affected by work activities.
b) Purposeful Ventures is committed to a clear focus on health, safety and wellbeing for
all staff, volunteers, and beneficiaries at IMO2024. We will achieve this in the following
ways:
i. IMO2024 organisers are expected to demonstrate a serious commitment to
sound health and safety systems and working practices;
ii. all our staff and volunteers are expected to share a mutual commitment to
building and maintaining healthy and safe working practices;
iii. our organisational culture is characterised by attitudes to health and safety
which are proactive, responsible and based on mutual respect and regard;
iv. legislation imposes statutory duties on Purposeful Ventures, its staff and
volunteers (often in relation to specific health and safety topics, including fire
safety and child protection), whilst civil law imposes a wider duty of care to
protect staff, volunteers, students and other people from harm (see
http://www.hse.gov.uk/legislation/index.htm);
c) The University of Bath Health and Safety Policy takes precedence over this policy for
all IMO2024 activities taking place on University premises and facilities (see
https://www.bath.ac.uk/corporate-information/health-and-safety-policy)
Responsibilities
a) Purposeful Ventures has oversight of the health and safety of all people involved in
IMO2024 activities. This includes volunteers, staff, and beneficiaries.
b) The IMO2024 Operational Director, James Tennet, has overall responsibility for all
IMO2024 operations but can delegate health and safety responsibilities to appropriate
staff and volunteers.
c) The Designated IMO2024 Health & Safety site leaders are:

a. Leaders’ Site in Bristol – James Cranch – +44 333 733 0017
b. Contestant Site at University of Bath – Claire Petrilli – +44 333 733 0016
c. Opening & Closing Ceremony at the Forum – John Gibson – +44 773 901
8204
d) All staff and volunteers at IMO2024 are expected to fully understand their roles and
responsibilities at all times. Staff and volunteer role descriptions, training, and risk
assessments for all events outside the University of Bath will be provided.
e) Team leaders and deputies are responsible for ensuring that representatives of
IMO2024 are aware of any medical or dental health problems or any personal problem
3
that could affect their student during their attendance at IMO2024. Were a student to
arrive at an event with a previously undeclared special need, we reserve the right to
refuse access to IMO2024, and to ask the leaders of the team concerned to arrange
safe transport home.
f) All students are expected to follow the IMO2024 Code of Conduct, communicated at
the start of the event. Safety of team members is the responsibility of the designated
person who is in loco parentis. This person is responsible for setting rules concerning
their team, and it is recommended that this person know the location of all team
members at all times.
g) Purposeful Ventures have sought advice and guidance from GMG Network Ltd in the
collation and review of supplier H&S documentation and plans for the opening
ceremony, closing ceremony and closing party. John Gibson, GMG Network, will
oversee H&S for the events at The Forum Theatre on the 15th and 21st July.
Arrangements for Health & Safety

a) Risk assessments
i. Risk assessments have been developed with support from event Health &
Safety consultants GMG Network for all tasks associated with the duration
of the IMO2024 programme. At all times, staff, volunteers, and beneficiaries
are required to take an active approach to safety by “dynamically” risk
assessing their tasks – where hazards are identified it may be necessary
to pause work in order to consider and implement better or safer methods
as analysed by risk assessment.
ii. When compiling risk assessments, a matrix system is used which relates
the severity of a hazard to the likelihood of its occurrence as outlined below:
Probability (P) Severity (S) Risk Calculation (R)

5 – Very Likely 5 – Multiple Deaths 1 – 6 Low (No further action
4 – Likely 4 – Major Injury / Single Death required)
3 – Unlikely 3 – Major Injury
2 – Very Unlikely 2 – Minor Injury 7 – 11 Medium (Justify and review
1 – Can not occur 1 – None on each occurrence)
12 – 25 High (Immediate action

required to make task less
hazardous)
b) Training
i. All staff, volunteers and beneficiaries will receive a copy of this general
policy, all event risk assessments and event policies.
ii. H&S Leads will be fully briefed on the event and their scope of works. They
will support staff, volunteers and beneficiaries throughout the programme
and will ensure control measures are followed.
c) Welfare
i. All staff, volunteers and beneficiaries are required to take reasonable steps
to ensure that all events involved in the programme are kept free from
foreseeable hazards.
4
1. Access and egress routes must be kept clear of obstructions. This
includes ensuring fire exits and access routes are kept clear, cables
do not trail across pedestrian routes and that obstacles are quickly
removed. In addition, safety provisions such as fire doors should not
be propped open, or fire extinguishers obstructed.
2. Lighting in a working area is to be suitable and sufficient to allow
staff, volunteers and beneficiaries to work and move around safely.
3. Staff, volunteers and beneficiaries time requirements are to be
organised in such a way that long hours are minimised where
possible.
4. Access to sanitary and washing facilities will be made available at
all sites.
5. An adequate supply of drinking water is to be available at all times
for all staff, volunteers and beneficiaries and suitable rest areas and
refreshment breaks are to be provided.
ii. Where required, reference may be made to HSE ACoP L2:
(https://www.hse.gov.uk/pubns/priced/l24.pdf)
d) Emergency Procedures
i. Emergency procedures for all venues involved in IMO2024 are available
and are to be shared with all staff & volunteers via the event app,
programme and lanyards. Staff & volunteers are expected to familiarise
themselves with said procedures. An emergency briefing will take place at
the start of each event highlighting the emergency procedure for the
specific site for the benefit of all staff, volunteers and beneficiaries.
ii. Any staff, volunteers or beneficiaries involved in an emergency situation
should inform the designated H&S Lead (Appendices 1-5)
iii. An incident report form must be completed (Appendix 6) should an
accident/incident/emergency occur
e) First Aid
i. At the Mercure Hotel in Bristol, First Aid facilities are provided by hotel
reception and team members who will be identified at the start of each shift
at hotel locations. Any H&S incidents or requests for first aid assistance
should be communicate via a direct communication channel between the
designated IMO2024 Health & Safety Lead and the Hotel management
team.
ii. At the Clayton Hotel in Bristol, First Aid facilities are provided by a dedicated
health & safety officer who is a member of the senior management team.
Any H&S incidents or request for first aid assistance should be
communicate via a direct communication channel between the designated
IMO2024 Health & Safety Lead and the Duty Manager on shift at the time.
iii. The University of Bath campus has 24/7 Security staff, all of whom are
extensively trained in FAAW, MH First Aid, Defib and Catastrophic Bleeds.
They also have officers who have been formally trained as SVLOs (Sexual
Violence Liaison Officers). The main Control Room is on campus and has
mobile response vehicles operating 24/7 - with a dedicated University
ambulance. There is an emergency number that connects directly to the
5
Security Control room to report any urgent first aid requirements. This
number is printed on the back of all attendee lanyards.
iv. A team from St Johns Ambulance are contracted to provide first aid cover
at The Forum for the opening and closing ceremonies.
v. All attendees have the UK national emergency number (999) also printed
on the back of their lanyards and are instructed to call this number in any
emergency situation.
vi. An incident report form must be completed (Appendix 6) should a first aid
situation occur.
f) Lone Working
i. Lone working is to be avoided wherever possible
g) Smoking and Vaping

i. Smoking and/or vaping are prohibited in all venues
ii. Smoking and/or vaping are prohibited around any young persons
h) Alcohol and Drugs

i. Do not consume alcohol or drugs during your working/volunteer shift
i) Sub-contractors
i. All sub-contractors are required to submit relevant risk assessments,
equipment certification and PLI in advance of the event. These documents
are checked and collated by GMG Network
j) Safeguarding
i. A detailed IMO2024 Safeguarding Policy, has been compiled by Purposeful
Ventures and shared with all staff, volunteers and beneficiaries. The
IMO2024 Designated Safeguarding Lead is Sam Sykes, and Deputy
Designated Safeguarding Lead is Nikki Fripp.
Prepared by: James Tennet, IMO2024 Operations Director

and Jayne McFahn, GMG Network
Version: 3
Date: 1st July 2024
Review date: June 2025
6
Appendix 1: Incident Report Flowchart – University of Bath (Contestant site)
Is the incident an emergency requiring immediate medical attention or police presence?
Yes No
Call the UK National Emergency Number: Call Claire Petrilli, Designated Health & Safety
Lead in the IMO team for the Contestant site:
999 +44 333 733 0016
Then call University of Bath Emergency Number:
+44 1225 383 999
Then call Claire Petrilli, Designated Health and

Safety Lead (Contestant site) to report the
emergency to allow for investigation:
+44 333 733 0016
To report safeguarding concerns:

Safeguarding Lead: Sam Sykes: +44 776 999 8372
Safeguarding Deputy: Nikki Fripp: +44 737 779 0213
When reporting an incident:

• Keep calm and report the facts
• Focus on what has happened / is happening
• Ask the child/adult involved in the incident if they would like someone else to be
present, another adult or friend. If they decline, proceed but take extra care with your
behaviour and ensure you remain in a public/open space (e.g. a room with an open
door)
• Allow the child/adult to speak without interruption about how the incident occurred, give
them time – asking them to tell, explain and describe as appropriate
• Be understanding and reassuring but do not offer your opinion
• Do not promise secrecy, assure you will offer support but inform them that you must
pass on information to another party who may take appropriate action
• Unless trained to do so, and administering First Aid, DO NOT have physical contact at
any time
• Record the facts to pass to the authorities, if involved, or the H&S lead
• Always report – do not try to manage incident alone
• Provide report to the Health & Safety lead and/or Safeguarding lead as soon as
possible and seek support for yourself if you need it
• Tell child/adult what you are doing next and who will be in contact with them
7
Appendix 2: Incident Report Flowchart – Mercure Hotel (Leader site)
Yes No
Call the UK National Emergency Number: First Aid facilities are provided by the hotel
reception and team members. Assistance can be
999 reached by contacting reception on:
+44 117 929 1645
Then report to hotel:
+44 117 929 1645 Call James Cranch, designated Health & Safety
Lead in the IMO team for the Leader site:
Then call James Cranch to report the emergency +44 333 733 0017
to allow for investigation:
+44 333 733 0017


door)
any time
8
Appendix 3: Incident Report Flowchart – Clayton Hotel (Leader site)
Yes No
Call the UK National Emergency Number: First Aid facilities are provided by a dedicated
Health & Safety Officer, a member of the Senior
999 Management Team. Assistance can be reached
by contacting reception on:
Then report to hotel: +44 117 345 9401
+44 117 345 9401
Call James Cranch, designated Health & Safety
Lead in the IMO team for the Leader site:
Then call James Cranch to report the emergency
to allow for investigation: +44 333 733 0017
+44 333 733 0017


door)
any time
9
Appendix 4: Incident Report Flowchart – The Forum
Yes No
Call the UK National Emergency Number: First Aid facilities are provided by St John’s
Ambulance. Assistance can be reached by
999 contacting John Gibson, designated Health &
Safety Lead in The Forum:
Then report to John Gibson, designated Health & +44 773 901 8204
Safety Lead in The Forum:
+44 773 901 8204


door)
any time
10
Appendix 5: Incident Report Flowchart – Excursions/Offsite
Yes No
Call the UK National Emergency Number: Call Claire Petrilli, designated Health & Safety
Lead in the IMO team for the contestant site:
999 +44 333 733 0016
Report to designated lead of excursion
Then call Claire Petrilli to report the emergency

to allow for investigation:
+44 333 733 0016


door)
any time
11
Appendix 6: Incident Report Form
• Please use this form to report all injuries, diseases, ill health and near misses
• Complete the form immediately after the incident or arrange for someone with knowledge to
do it on your behalf
• Email the completed form to [email protected].
• A separate form must be completed for each person injured or involved as a result of the
incident.
• After the incident, these documents will form part of internal review, potential escalation as a
RIDDOR incident (see appendix) and potential legal evidence.
• The more descriptive the information, the more helpful to prevent future incidents
Section 1 – About you and this form
Detail Description
When are you
completing this form?
Who are you?
Were you there?
What is your role?
Additional comments
Section 2 - Incident Category
Detail Description
Which category best
describes this incident?
If other…
12
Appendix 6 – Incident Report Form (pg. 2 of 3)
Section 3 – When and where was the incident?
Detail Description
Date
Time (24hr clock)
Address inc postcode
Room/area
What3words (if possible)
Additional comments
Section 4 – Who was involved?
Detail Description
Name
Role
If other…
Home address
Phone number
Additional comments
Section 5 – What happened?
Detail Description
Type of injury
Treatment
Who provided
treatment?
Did emergency services
attend?
Did person return
immediately to work?
Phone number
Additional comments
13
Appendix 6 – Incident Report Form (pg. 3 of 3)
Witnesses
Name Role Contact Number
Additional Notes / Health & Safety

Add as much information and details as you possibly can here:
Distribution
This document is primarily for internal use by senior management and safety representatives
but may be shared with venue of incident location, HSE, legal representatives.
RIDDOR2013
Reporting of Incidents, Diseases and Dangerous Occurrences Regulations
Ref: https://www.hse.gov.uk/riddor/reportable-incidents.htm
If someone has died or has been injured because of a work-related accident this may have
to be reported. Not all accidents need to be reported, other than for certain gas incidents, a
RIDDOR report is required only when:
• the accident is work-related
• it results in an injury of a type which is reportable
14

IMO2024+Health+&+Safety+Policy

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IMO2024+Health+&+Safety+Policy

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IMO2024: Health & Safety Policy

Overview of IMO2024 and Relationship to Purposeful Ventures

The International Mathematical Olympiad (IMO) is a prestigious international mathematics

• Protect Attendees: Ensure the safety and welfare of all attendees.

• Page 7: University of Bath (Contestants site)

c) The Designated IMO2024 Health & Safety site leaders are:

Arrangements for Health & Safety

Probability (P) Severity (S) Risk Calculation (R)

12 – 25 High (Immediate action

g) Smoking and Vaping

h) Alcohol and Drugs

Prepared by: James Tennet, IMO2024 Operations Director

Review date: June 2025

Is the incident an emergency requiring immediate medical attention or police presence?

Then call Claire Petrilli, Designated Health and

To report safeguarding concerns:

When reporting an incident:

Is the incident an emergency requiring immediate medical attention or police presence?

To report safeguarding concerns:

When reporting an incident:

Is the incident an emergency requiring immediate medical attention or police presence?

To report safeguarding concerns:

When reporting an incident:

Is the incident an emergency requiring immediate medical attention or police presence?

To report safeguarding concerns:

When reporting an incident:

Is the incident an emergency requiring immediate medical attention or police presence?

Then call Claire Petrilli to report the emergency

To report safeguarding concerns:

When reporting an incident:

• Email the completed form to [email protected].

Section 1 – About you and this form

Section 2 - Incident Category

Section 3 – When and where was the incident?

Section 4 – Who was involved?

Section 5 – What happened?

Name Role Contact Number

Additional Notes / Health & Safety

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