RWC Health and Safety Induction York Community Stadium

Health and Safety Induction

York Community Stadium

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Section 1

Health and Safety Principles and Intent

RWC2025 accepts the responsibilities they have in ensuring the health, safety and welfare of all workforce, contractors and client groups at the tournament.

To demonstrate commitment the following objectives have been set:

Implementation of, and adherence with a Health and Safety Statement of Intent and standards for health and safety management.

Accountability of responsibilities under the above.
Leadership in promoting health and safety.
Engagement by all to consider health and safety alongside all other areas of the organisational priorities.
Identifying and managing health and safety risks to minimise exposure to a proportionate and balanced level.
Collaborate with partners and stakeholders to ensure highest standards of health and safety are observed.
Review health and safety decisions and performance to enable assurance and improvement.

RWC2025 expects the following groups to support them in their commitment and accept the following responsibilities:

World Rugby
As the International Federation who govern the sport globally, World Rugby have the ability to influence safety amongst many stakeholders. It is therefore their responsibility to ensure:

Their workforce act in such a manner to promote the health and safety of all at the event.
Contractors and suppliers they procure are cognisant with their responsibilities under UK law and comply with the event safety measures.
Actions are taken at the highest level where safety standards of the event are compromised.

Contractors / Suppliers

Contractors must ensure the health, safety and welfare at work of their employees and / or sub-contractors, and must also make sure that their work activities do not put any other people at risk of harm (including workers from other companies and the public)

Comply with all health and safety guidance and requests pertaining to the event.
Work with RWC2025 to be responsible for the safe organisation, planning and supervision of their
own work, and also for any sub-contractors or staff that they engage.
Making sure that staff are competent and providing them with proper training to meet
requirements.

Venues

Have overall responsibility for the safe management and control of their venue as part of their licenses, permissions and in compliance with any other regulatory or statutory instrument.

It is their responsibility to ensure existing plans and information are relayed to all parties and maintain oversight and manage their workforces in a safe manner

Workforce

All staff regardless of position, have general duties which are:

Complying with relevant laws and taking responsible care for their own safety, health and welfare, and that of any person who may be affected by their acts or omissions while at work.
Cooperating in complying with any relevant statutory requirements
Using suitable clothing, protective equipment or other means of personal protection where required to secure their own safety, health and welfare whilst at work, and not interfering with any such appliance or item.
Reporting all accidents immediately, no matter how trivial.
Immediately reporting any observed hazards or defects in equipment, workplace or system of work which might endanger an individual’s safety, health or welfare at work.
Raising any personal health and safety risks with their Line Manager or a member of People & Culture to ensure sufficient arrangements are made to address any risks. This may include a person who has a permanent or temporary illness or disability, is pregnant or is under medical supervision.
Completing any required health and safety training or education issued by World Rugby.

Volunteers

Although not employees, RWC25 recognises its responsibilities towards our extensive volunteer workforce. In discharging a duty of care to volunteers will, ensure their health safety and welfare by affording them at least the same standard of protection as our employees.

In return we expect our volunteers conduct to be consistent with that of our employees in the discharge of their own health and safety responsibilities.

Safety should be the first consideration in everything we do.

Consider the potential impact of what you do, on your own health and safety, and that of others.

Health and Safety Policy & Statement of Intent.

Rugby World Cup (England 2025) recognises that several activities which are undertaken by them, or undertaken on their behalf, could potentially involve risk to the health, safety and welfare of its workforce, contractors, spectators, guests, members of the public and others, together with the risk of damage to and loss of equipment, or property.

It is the policy to seek, as far as is reasonably practicable, safe and healthy working conditions for workforce and all other personnel working on behalf of the event, and to ensure that any activity undertaken by the event does not adversely affect the health and safety of other persons.

The aims and objectives of the policy are:

To protect and maintain standards and to comply fully with the Health & Safety at Work Act 1974 and all other relevant legislation, regulations and codes of practice.
To protect employees and others, from foreseeable hazards.
To ensure that everyone involved with the organisation and running of the tournament are aware of their responsibilities to take care of themselves and others.
To provide all persons with the necessary information, instruction, training and supervision needed to ensure that safe working practices are adhered to, and safety awareness is developed.
To encourage consultation and co-operation, to maintain a safe working environment.
To ensure the provision and maintenance of plant and systems of work that are, so far as is reasonably practicable, safe and without risk to health.
To provide arrangements for ensuring, so far as is reasonably practicable, safety and absence of risks to health in regard to the use, handling, storage and transport of articles and substances.
To minimize the number of accidents and incidents that may endanger the health, safety and welfare of all persons working at or attending this event.

While Rugby World Cup (England 2025) will do all that is within its powers to ensure the health and safety of all persons, it is recognized that health and safety is the responsibility of each person associated with the event.

It is the duty of each person to take reasonable care of their own and other people's welfare and to report any situation, which may pose a threat to the wellbeing of any other person.

Key Contacts:

Role	Name
RWC 25 Venue Manager	Polly Roberts
RWC 25 Dep Venue Manager	Maryam Nissa (M1 & M2) Joe Cosgrove (M3 - 6)
RWC 25 H&S Advisor	Charlotte Wilson
RWC 25 Workforce Manager	Sophie Fusco McKeown
Logistics Manager	Katie Logan
ECR / Security	ECR +44 (20) 399 62742 (match day minus 1, and match day only) and Reception 01904 950 950

Section 2

Fire, Medical, Welfare

Zero tolerance to working under the influence of alcohol or drugs

There is Zero tolerance to working under the influence of alcohol or illegal substances.

If you are taking prescription drugs that may impact your work onsite, including (but not limited to) the safe operation of plant and / or machinery, you must declare this with your supervisor.

Mental Health First Aid is available at the event.

The tournament is demanding and requires long and unsociable working hours, coupled with manual work during the build, break and transitions.

Whilst we recognise it is not always possible, try to take time to rest and sleep as best as you can, schedule in short breaks away from the event to allow yourself to recharge. Please share and escalate issues onsite as quickly as possible. It is also important to ensure resilience in your teams.

There is access to drinking water and refill point is available around the venue.

Please bring your reusable water bottle to site to reduce waste onsite.

The British summer can include a various weather conditions. Please ensure you are prepared for the weather which includes;

Sun and Heat: Please ensure you remain hydrated and apply suncream on a regualr basis, which should be Factor 50.

Wet Weather: Ensure you have the correct clothing for any wet weather whilst working outdoors, including waterproof coats, trousers etc.

Wind: Be aware of any structures you are working on around the stadium and their associated safe wind speeds.

In the event of a major incident (fire, extreme weather etc.) developing, it may be necessary to evacuate the whole venue, or individual areas of the premises.

IF YOU DISCOVER A FIRE

Immediately operate the nearest ‘Fire Alarm / Break Glass Call Point’ by pressing the button on the front.

Remain calm.

Only attempt to tackle the fire if it is small and the appropriate fire extinguishers are accessible, and you are competent to operate such fire-fighting equipment.

Leave the building by the nearest available exit: where your primary route is obstructed, use the secondary route.

On match days, please follow the directions of a steward or security officer.

DO NOT use lifts.

DO NOT collect personal belongings.

NEVER PLACE YOURSELF AT RISK

ON HEARING THE FIRE ALARM

Immediately stop working and leave the building you are in by the nearest Fire Exit and report to the person in charge of the ‘Assembly Point’.

The following message will be played via the venues PA system:

“ATTENTION PLEASE, ATTENTION PLEASE, STEWARDS PLEASE OPEN THE EXITS GATES.
THIS IS A SAFETY ANNOUNCEMENT, AN INCIDENT HAS OCCURRED PLEASE LEAVE THE STADIUM IMMEDIATELY, DO NOT RUN PLEASE LEAVE THE STADIUM”

or

"ATTENTION PLEASE, ATTENTION PLEASE, STEWARDS PLEASE OPEN THE EXIT GATES.
THIS IS A SAFETY ANNOUNCEMENT FOR THE (AFFECTED STAND), AN INCIDENT HAS OCCURRED, PLEASE LEAVE YOUR AREA VIA THE NEAREST EXIT, (AFFECTED STAND) – PLEASE LEAVE YOUR AREA"

In the event of an evacuation, please make your way to the venue's assembly point as quickly and safely as possible.

Assembly Point 1 - East Car Park
Assembly Point 2 - North Car Part

BROADCAST COMPOUND

On discovery of a fire, move to the nearest exit gate and activate the nearest "howler alarm" to alert colleagues. If your exit is blocked locate an alternative or move to a place of safety away from the fire.

ACCIDENTS AND INCIDENTS

Help prevent accidents and incidents by:

Complying with the safety rules and following safety instructions.

Avoiding hazardous working practices.

Only completing works you are trained to do.

Resolving or reporting unsafe conditions or behaviour.

Accidents and incidents should be reported to the RWC2025 workforce, venue management and health & safety team who will complete the relevant form.

Contractors and suppliers should also report to their employer using their organisational procedures.

FIRST AID

ALL contractors and organisations should have first aid arrangements as part of their legal responsibilities.

RWC2025 will also provide a dedicated first aid resource at key times across venues.

Security staff will be able to administer basic first aid and offer support in summoning further assistance.

DEFIB / AED LOCATION

The main AED is located in the first aid room, which is on the West Stand.

NEAREST A & E:

The closest accident and emergency department is available as per below:

Wigginton Road
York
YO31 8HE 

Section 3

Bump in / Bump out Health and Safety

ACCESS

Crew lists and accreditation requests are to be submitted in advance.

NB - Access will only be granted on suitable acceptance and approval of your organisations safety documentation.

If you already hold an access pass, this must be verified by RWC25 before starting work

Passes must be worn visibly at all times

Vehicle access and deliveries must be requested in advance.

There are extensive numbers of vehicles requiring access to the stadium so please only arrive at the designated time.

You will be met and / or directed to an appropriate location.

Parking is limited to essential work vehicles and available on request only.

Security checks will be in place.

You must keep your work area tidy and free from obstruction. Please use the bins available, clean up as you go and keep fire exits and escape aisles clear.

SHARED AREAS

During the set up and takedown of event infrastructure, there will be many other contractors and suppliers working, please ensure you are aware of others working areas and the works going on around you.

Mobile phones should only be used whilst in a safe location away from works and never when driving or using plant.

You must keep your work area tidy and free from obstruction. Please use the bins available, clean up as you go and keep fire exits and escape aisles clear.

WORK EQUIPMENT

Only use equipment you are authorised and trained to, or experienced in.

Check the equipment is in a safe condition and suitably tested / maintained before using - this includes cables, controls, safety features and guards.

Only use equipment for the intended task.

Extensive use of equipment should be broken up along with implementing controls for hazards including manual handling, noise, vibration and dust.

Cutting of wood and other materials should be conducted in an approved external area, unless local exhaust ventilation is fitted.

Equipment must be secured when not in use.

ELECTRICITY

Electrical installations should be undertaken by a competent person.

All electrical equipment brought onto site must be tested and in good condition.

Check for damages prior to using.

Power supplies must be suitable for the equipment.

Do not overload sockets.

Cables should be covered or flown to avoid working or circulation areas

FIRE

No Smoking - (this includes vaping) except in designated areas.

Maintain good housekeeping.

Ensure all relevant materials brought into the stadium are flame retardant.

Sources of ignition and fuels should be kept to a minimum.

Fire extinguishers are to remain in position, and not moved.

Keep emergency routes and exits clear, including below and around fire shutters.

Fire doors are to be kept closed.

You must not obstruct any fire signage or fire fighting equipment.

LONE (and isolated) WORKING

Avoid lone working or isolated working wherever possible

Ensure you communicate your location and movements with colleagues.

Carry a method of communication (radio or mobile phone) and check in regularly.

Team Leaders / Supervisors are to regularly communicate with team members.

Do not undertake any high-risk tasks whilst alone or isolated
Consider your personal safety and remove yourself from potential conflict

MANUAL HANDLING

If you think you cannot lift any item, DON’T

Remember to plan the movement, even if you think you can do it safely.

If in doubt, or you think the activity is unsafe for you to carry out, STOP.

Use a mechanical aid or assistance from someone else
Break down into smaller more manageable sections.

SLIPS, TRIPS, FALLS

Avoid slips by keeping watch for hazardous working conditions - wet floors and spills.

Avoid trips by maintaining a good standard of housekeeping – trailing cables, equipment stored & waste cleared.

Ensure suitable lighting is available.

Be aware of changes in level and slopes.

Prompt reporting and repair of broken items
Keeping walkways clear.

PLANT AND VEHICLES

BE AWARE OF HEIGHT, WIDTH AND WEIGHT RESTRICTIONS AROUND THE STADIUM

Site speed limits should be observed.

Seatbelts are to be worn.

Passengers should only be carried in vehicles with this purpose.

Drivers / operators of any vehicles or plant must hold the appropriate licenses or training.

Nope any one-way system.

Drop off and loading must only take place at designated areas.

Dipped headlights must be used in poor visibility.
You MUST NOT have hazard lights activated on any vehicle that is moving.

BANKSMEN ARE REQUIRED FOR:

Large vehicle / articulated lorry movement.

Reversing of plant.

Any movements within public areas.

Please observe safe walking rotues, or be aware of people moving around if driving.

Keys are to be removed from vehicles and plant when parked.

Forklifts must have the forks grounded when parked.

Pre-use checks are to be compelted on all plant.

Safe Working Loads are to be adhered to.

Approved refuelling procedures are to be followed.

PPE

Hi viz jackets / vests MUST be worn when moving around the stadium and in areas of vehicle movement:

These are to be yellow or orange.

Safety boots MUST be worn where the task requires it (other footwear must be suitable for the workplace: trainer/shoes - NO open toes).

Hard hats MUST be worn in areas of overhead works.

Ensure you have weather appropriate clothing available.

Additional PPE MUST be worn as instructed by employers Risk Assessments.

WORKING AT HEIGHT

All work should be suitably planned.

Works to be performed by competent persons (certificates to be available).

Only use suitable equipment, with relevant checks and inspections .

Exclusion zones should be in place below.

Hard hats should be worn in areas where work is undertaken above.

Fall protection and / or restraint systems are to be used, with rescue plan in place.

Ladders should be used for short duration tasks (or access)
Items (tools and equipment) should be minimised and tethered.

Section 4

Construction Areas

If you are working in areas that are operating as construction zones (please see image below), please read the following information.

Some information, standards and rules will be the same as previously noted and you are expected to maintain this level of compliance.

These areas are controlled by our Principal Contractor, Arena Overlay.

Reading of this information will be validated with a separate sticker to enable access. This must be coupled with a working need to be within the space.

You must report to the site manager when you first arrive on site and sign in. The site manager is Barry Anderson: banderson@arenagroup.com

General Safety Statement

It is Arena’s legal duty to take responsible care of everyone within their Principal Contractor area. It is crucial that we comply with legislation, and severe penalties can be imposed on us if we fail to take responsible care of persons.

We safeguard the health and safety of employees, visitors, contractors and any members of the public who could be affected by its activities.

We manage risk by identifying all hazards, undertake assessments, internal and external audits and take necessary actions for prevention and control of injury, ill health, loss or damage by following safe workplace practices in operations

We comply with all relevant health and safety legislations applicable in every region we operate in and international health and safety requirements. Where legislation does not exist, industry best practice will be followed.

We provide adequate resources to all employees and ensure that all contractors, suppliers and third parties undertake their duties in accordance with national and international safety standards.
We ensure emergency response procedures are in place and regularly tested to minimise the impact of any incident or emergency.

We regularly consult and involve team members in the health and safety arrangements of the business to ensure effective implementation and maintenance of the health and safety requirements.

We continually strive to improve health and safety performance by establishing clear, consistent and measurable objectives throughout all organisational levels.

All contractors working on site must submit site specific risk assessments and method statements (RAMS) for all works being carried out.

Evidence of training qualifications and competency will be required for specific roles such as plant operators.

Arena operates a 5 point PPE policy - this can only be reduced by the Site Manager.

Remember, individual safety is paramount.

Your role as part of the team is crucial to maintaining a safe working environment, to prevent yourself and others from risk.

Remember that as part of the team, you must look out for your co-workers, and always consider their safety.

YOUR ROLE
- Part of the team
- Know the hazards
- Follow requirements
- Report incidents
- Raise ideas
- Follow site signage
- Support co-workers
- Stay alert

Follow instructions from site management

Get details of activity for each day in toolbox talks / briefings
Understand the work and safety requirements, know the risks and control measures.

Ask site manager if anything is not clear.

Keep your PPE clean & at a safe place.

Require team leader’s / site managers consent

Signage

Please make sure to take note of the signage clearly displayed at relevant areas across site. These demonstrate when PPE must be worn in an area, fire action, emergency procedures, site safety notices, hazard signs and warning signs.

Please take time to familiarise yourself with these signs and their content when you are on site, and always follow the rules and instructions that they display.

Emergency Procedures

On discovery of a fire, move to the nearest exit gate and activate the nearest "howler alarm" to alert colleagues. If your exit is blocked locate an alternative or move to a place of safety away from the fire

In the event of an environmental emergency such as the spill of hazardous materials (hydraulic fluid, paint, solvents and fuel);

Assess the risk. Identify the type of material spilled and how much.
Select the appropriate PPE required to deal with the spill
Confine the spill. Use PIG socks to stop and contain the flow
Where necessary cover drain covers to protect to contamination to the environment.
Stop the source if you can. Plugging holes in containers or switching off pumps.
Evaluate the incident and complete clean up operation.
Dispose of the kit via the hazardous waste bins. Not general waste.
Decontamination. You may need to clean equipment from the spill and yourself.
Complete a detailed report and report the used kit to the site manager so a replacement can be ordered.

Section 5

Security and Safeguarding

Safeguarding

What is Safeguarding?
“the structures and systems to prevent individuals from harm, abuse or exploitation.”

Safeguarding is everyone’s responsibility at RWC 2025
If you observe any behaviour towards a child or an adult that concerns you (e.g. abusive or inappropriate behaviour) you must report this.

Pass on any concerns – don’t delay!

How issues and concerns may present themselves

Inappropriate Staff/volunteer conduct.

Harassment – physical, verbal, sexual.

Threats of violence, assaults.

Lost/unaccompanied children

Substance misuse - Intoxicated adults responsible for children, U18s purchasing alcohol.

Physical injuries.

Spectator abuse.

Security and HOT Protocols

Everyone is required to support security measures in policing the stadium, external AND ANCILLARY areas:

Only access and use authorised areas.

Secure your belongings.

Be vigilant for suspicious behaviour.

Make frequent checks around your area.

If you discover a suspicious package, follow the “HOT” Principles - shown below, and inform security.

If you witness suspicious activity.....trust your instincts and let SECURITY KNOW

Keep an accurate description of the person(s) and of their behaviour, movements and actions

The ‘Stay Safe’ principles (Run, Hide, Tell) provide some simple actions to consider at an incident and the information that the Police will need in the event of a firearms or weapons attack.