Health and Safety Plan for Events at Histon Manor - Plein Air

1. Event Details

Event Date:
13th June 2026

Event Timing:
8.45am – 5pm

Infrastructure Setup Dates:
N/A

Event Venue Location
Histon Manor, 20 Park Lane, Histon, Cambridge, CB24 9EH
The Manor House features 11 acres of garden, including formal gardens, woodlands, and water features such as a moat and a very deep pond in the formal gardens.

Event Description
Open air art day with a maximum of 110 guests

Event Organising Entity
• Histon Manor

Key Organising Personnel
• Histon Manor: Katherine Mann

Event Capacity
The planned capacity is 110 guests, including staff and suppliers. The total number of people on-site may not exceed 140.

2. Site Arrangements

Event Car Parking
There is limited on-site car parking at Histon Manor. Parking in surrounding side roads must be done respectfully. A car parking plan has been sent to artists with notes on considerate local parking. A volunteer is stationed at the entrance to oversee car parking in field, offer direction help and to warn pedestrians to be careful on arrival.

Toilets
Toilets are provided by Histon Manor and a calculation has been advised that 2 WCs is appropriate for the day. An extra one can be accessed in the house in case of an issue. These will be checked hourly for cleanliness.

3. Emergency and Medical Support

First Aid
A First Aid kit is available on-site, provided by Histon Manor. The venue does not provide First Aid assistance or is any way deemed to be responsible for this. All volunteers are briefed to call 999 in an emergency or 111 for minor injuries.

Community Defibrillator
A community defibrillator is available at Saint Andrews Centre, Histon, just a 3-minute walk from the venue.

4. Stewarding

Volunteers are on site all day with clear volunteer badges, a reception desk is manned all day in case of any issues. At any one time a minimum of 4 volunteers will be on site.

5. Fire Safety

Fire Extinguishers
Fire extinguishers will be on site.

Fire Evacuation
• Cambridge Fire Service visited the event venue in March 2023 to approve setup and confirm good practices for fire safety.
• Three fire exit routes have been identified, as shown on the event location map. These exits include two onto Bell Hill (each 3m in width) and one into St. Andrew's Church Yard. All exits will be manned during the evening.
• Evacuation Information: The reception desk will inform guests at the start of the event about fire evacuation procedures.  An air horn will be sounded if any warnings required of danger.

6. Risk Mitigation and Safety

Water Hazards (Moat and Deep Pond)
• There are water hazards on-site, specifically a moat and a deep pond located in the formal gardens. Please be aware of these and be careful on the banks of the moat

Uneven Ground
• The ground in the garden and grass areas is often uneven underfoot.
• Guests should be advised to wear appropriate footwear for outdoor terrain, especially if the weather is wet.

Manual Handling
All volunteers will be advised by HM to exercise due care in moving equipment. Proper lifting techniques will be followed to prevent injuries.

Trees:

Histon Manor carries out regular dead wooding of trees and tree care maintenance in line with a tree management plan advised by a tree specialist. It is nonetheless advised that the artist is mindful in their choice of location in setting up and choose a position that maximises their safety out of the way of possible falling branches.

7. Compliance

Public Liability Insurance
HM holds public liability insurance however guests are advised that they enter the grounds at their own risk.

8. Specific Measures

• No Fireworks: There will be no fireworks at the event.
• No Smoking: This is a no smoking event.

• Fire Prevention: Fire safety measures will be closely monitored throughout the event.
• Allergy Management: Information regarding potential allergens in food and beverages will be clearly displayed but HM will not be held liable in any part fur allergies in catering so if you have food allergies then please do not eat food from the kitchen.

• Safeguarding: No guests under the age of 16 will be permitted at this event.
• Weather Contingencies: A contingency plan for inclement weather will be implemented, including inside cover in case of lightning or high winds.
• Traffic Management: The traffic control measures are in place to ensure smooth movement of vehicles, especially in busy periods. Clear signage and staff will be in place to direct traffic.
• Communication with Guests: Information about emergency procedures, parking arrangements, allergy management, and general event logistics will be communicated to guests prior to the event via the sending out of this health and safety plan.