Car Club Health & Safety Checklist | Silverstone Festival

Deadline for submission

The health and safety checklist should be completed by all car clubs by Friday 31 May.

TeamCard

New for 2024 - Silverstone Circuit has an online health and safety and accreditation system called TeamCard. In addition to this checklist, it must be completed by any car clubs that are onsite during set-up (Mon 19 - Thurs 22 Aug) and de-rig (Mon 26 - Wed 28 Aug). Please continue to complete the checklist below.

If a car club is onsite during the event days only (Fri 23 - Sun 25 Aug) then TeamCard does NOT need to be completed. Please continue to complete the checklist below.

Crib sheet for temporary structures

To support your health and safety application, here is a downloadable crib sheet for temporary structures. This provides useful information for the completion of this checklist.

Site access

Please note that access to the event site will NOT be permitted if this health and safety checklist (and TeamCard if applicable) is not completed with all relevant documents. This checklist and these documents must be reviewed and approved by the Silverstone health and safety team prior to access being granted.

CONTACT DETAILS

Club Name

First Name

Last Name

Mobile Number

ONSITE DATES

Will you be onsite on any of these days to set-up or de-rig (Mon 19, Tues 20, Wed 21, Thurs 22, Mon 26, Tues 27 or Wed 28 Aug)?

You have advised that you are onsite on the live event days only: Fri 23, Sat 24 and/or Sun 25 Aug. If you plan to be onsite on the set-up or de-rig days, please amend your answer above.

New for 2024 - Silverstone Circuit require all car clubs accessing the site on set-up and de-rig days to sign up to their health and safety and accreditation system called TeamCard. By advising that your club will be onsite during these date periods a separate email will be sent to you after submitting this form with instructions on how to proceed. Please note that you and your team will not be able to gain access to the site on these days without signing-up.

SET-UP - what date will you arrive onsite to set-up?

DE-RIG - what date will you be onsite to de-rig?

STRUCTURE INSTALLATION

Are you installing any kind of structure (a gazebo is considered a structure)?

Type of structure (e.g. marquee, gazebo etc.)

Size of structure (width and depth in metres)

Have you hired your structure through the Silverstone Festival organising team?

WIND MANAGEMENT

Should you need further guidance about wind speeds in relation to the structure click here.

Silverstone Circuit, even on the calmest of days, is subject to gusts of wind. It's therefore imperative that you follow the advice in the wind management section and ballast your structure accordingly.

Will the structure be securely anchored down? Will appropriate levels of ballast / anchor points be provided to secure the structure on every side?

Please advise why it will not be securely anchored down and why your structure does not need appropriate ballast.

Is your preference to use weights or stakes in the ground to anchor down your structure?

We are unable to specify if your structure will be positioned on tarmac or grass until the location of your car club is confirmed at the end of July. If on tarmac you will be required to anchor down your structure with the appropriate weights. If on grass you have the option of weights or stakes. Please ensure you allow for both until your location is confirmed at the end of July.

Please note that nothing should be inserted into the ground unless approval has been given by the Organisers and the area has been scanned to ensure all underground services are protected. Scanning is to be organised through the Organisers when your location has been confirmed.

Have you considered safe wind speed limits for the use of your structure and have you got procedures in place to monitor the wind speed and dismantle your structure if required?

Please advise why you have not considered safe wind speeds and why you will not be monitoring these onsite.

You should have a maximum wind speed at which the structure must not be used, a maximum wind speed at which the structure can be dismantled and action speed levels where actions can be taken to ensure the structure is safe when gusts/wind speeds rise.

If you are hiring a structure this information is still required and should be provided to you in advance of coming onsite.

CONDITION OF STRUCTURE

On the day, will the structure be erected following the manufacturers instructions?

Please indicate why you will not follow the manufacturers instructions.

Is the structure in a good state of repair?

Please indicate why the structure is not in a good state of repair.

Is the structure missing any items?

Please indicate why the structure is missing items.

Is the structure made of flame retardant materials?

Please identify how you will reduce the spread of fire quickly.

Will the structure be free of trip hazards?

Please indicate why it will not be free of trip hazards.

Will you carry out a daily check of the structure at 07:30 each day?

Please advise why you will not carry out a check at 07:30 each day.

Please tick here to confirm that you will provide suitable and sufficient fire extinguishers for your structure.

WORK AT HEIGHT

When erecting / dismantling will there be a need to work at height?

Please explain what equipment you will use to access the height required.

OCCUPANCY

You are responsible for the car club members and general public in your structure. Please provide the information below to ensure their safety. A useful guide can be downloaded here.

How many people will your structure accommodate?

Is your stand/structure open to the general public OR open to car club members only?

You have indicated that your stand/structure will be closed to the general public. Please advise how you intend to manage this?

Have you prepared an evacuation procedure for the safe evacuation of anyone using your structure?

Please ensure you prepare a plan for evacuation and provide users of the structure with these details.

How many fire exits are in the structure?

Please ensure all emergency exit routes and fire exits within your structure are signed and remain clear inside and outside of the structure to allow for ingress/egress. For structures holding more than 50 persons at least two fire exits are needed.

THIRD PARTY SUPPLIER

If you are using a third party supplier, please provide their contact details below. The third party supplier will be sent an email from Silverstone's online health and safety and accreditation system - TeamCard. Please notify your supplier that they will receive this email and they will be required to submit their health & safety documentation and provide a list of crew names and photos in order to receive their accreditation to cross the payline. TeamCard operates on a two step process:

Step 1: the supplier will need to submit their health and safety documentation - the list of documents can be found below. These will be reviewed by the health and safety team and once approved Step 2 applies.
Step 2: the supplier will need to submit the names and photos for every crew member attending site and apply them to the appropriate accreditation. Each crew member's accreditation will be scanned before entering site.

Third party supplier documentation to submit via TeamCard:

Structural Drawing
Wind Management Plan
Fire Certificate
Risk Assessment
Method Statement
Public Liability Insurance - minimum of £10 million
Silverstone's Health & Safety Questionnaire (a copy will be emailed to them for completion)
Silverstone's Privacy Notice (a copy will be emailed to them for signature)
Site Safety Rules (a copy will be emailed to them for signature)
Staff Access Form (a copy will be emailed to them for completion)

Third party supplier company name:

Name of third party supplier contact:

Third party supplier email:

Third party supplier telephone number:

All structures need to be signed off onsite by our health and safety team. To optimise the team's time onsite, please answer the following questions.

THIRD PARTY SUPPLIER: SET-UP

What DATE would you like your third party supplier to arrive onsite to set-up the structure?

What TIME would you like your third party supplier to arrive onsite to set-up the structure?

How many hours does it takes to build the structure?

THIRD PARTY SUPPLIER: DE-RIG

What DATE would you like your third party supplier to arrive onsite to de-rig the structure?

What TIME would you like your third party supplier to arrive onsite to de-rig the structure?

How many hours does it takes to de-rig the structure?

The set-up and de-rig dates and times will be reviewed by the car club team to ensure access at these times is possible. You will be notified should there be any issues.

OTHER INSTALLATIONS

Do you intend to install anything else that we should be made aware of e.g. inflatable arch etc?

Please list the other installations in the box provided.

SIGNAGE

Are you installing any signage?

Please list the the type of signage in the box provided.

POWER

Do you require power?

Generators

Car clubs are not permitted to bring their own generators to the event. We have a duty of care to ensure the event site is safe and managed accordingly. Fire hazards, such as storage of fuel around the site and suitably maintained equipment have to be reduced to a minimum and managed by us as event organisers. If a generator is found onsite it will need to be turned off immediately and it may need to be removed from the site entirely. Please indicate your power requirements below.

Please tick this box to confirm that you will NOT bring a generator to the event

Power Requirements

The organisers are able to provide car clubs with power if required. The below list shows what power options are available and the associated cost. You can order power via this form. A PayPal invoice will be sent in mid-June.

To help you decide what power you require, please find some examples below:

Wattage

1 x 13 amp plug socket = 3000 watts

10 watts = phone charger
10-500 watts = LED lamps (depends on voltage of lamp)
1000 watts = microwave
2200 watts = kettle
3000 watts = water boiler

If you need more than one appliance to run simultaneously then you may need to increase the ampage you require accordingly e.g. if you want 2 x kettles to be on at the same time then you will need to order 2 x 13 amp plug sockets because the 4400 combined wattage exceeds the 3000 watts allowed for 1 x 13 amp. Please be considerate when advising us of your power requirements because if you plug in additional appliances exceeding the wattage stated then you can blow the power source which may affect your neighbouring car clubs.

Prices

1 x 13amp = £210 + VAT (£252 including VAT)
1 x 16amp = £267 + VAT (£320.40 including VAT)
1 x 32amp = £407 + VAT (£488.40 including VAT)
1 x 32amp three phase = £1,092 + VAT (£1,310.40 including VAT)
1 x 63amp = £814 + VAT (£976.80 including VAT)
1 x 63amp three phase = £2,184 + VAT (£2,620.80 including VAT)

Please indicate what power you require e.g. 1 x 13amp plug socket

Please advise what the power will be operating e.g. lighting, kettle, charger, TV etc.

Invoice address (as you would like shown on your invoice)

Email address you would like the invoice sent to

An invoice will be emailed directly to you by PayPal in mid-June. Please note that we will require the funds in our account by 28 July. Power will not be provided until the funds are received.

DISPLAY CARS

Will your stand consist of display cars only that will be driven to and from the event?

Please tick the box to confirm that all display cars will be road going vehicles and will be appropriately insured by their owners, e.g. under a normal motor risk insurance policy.

You selected 'No' to the above 'Onsite Dates' question. If you are installing a structure, installing something other than a structure, erecting signage and/or using power, please amend your answer in the 'Onsite Dates' section to advise what else you will be bringing or installing onsite.

PUBLIC LIABILITY INSURANCE & RISK ASSESSMENET

You have indicated that you will not be erecting a structure, installing anything else that we should be made aware of, installing signage or using power. Your stand will consist of display cars only and as such, public liability insurance and a risk assessment is not required.

Should this change after completing this form, please get in touch with the car club team as you will not be able to install/erect anything onsite that is not pre-approved.

I understand that I will not be able to install a structure or anything else that the Car Club team should be made aware of, erect signage or use power as I am not providing proof of public liability insurance or a risk assessment.

CATERING

Are you providing catering for your members (teas, coffees and biscuits are considered as catering)?

Please advise what you are providing in the box below:

Generally speaking, providing teas, coffees, cakes and biscuits is fine, but if you plan to do anything beyond this, we need to advise you that the venue prohibits the use of outside caterers. Should you wish to supply a hot food option to your club members during the event, then the Silverstone Festival Team can put you in contact with the onsite caterers.

Please note, any food and refreshment supplied by clubs within their display areas is strictly for club members and their families only and, under no circumstances, is to be offered for sale or to the public (whether onsite or pre-event).

Please familiarise yourself with general food hygiene regulations.

SUSTAINABILITY

Silverstone Circuit is implementing a Shift to Zero policy. To help build a picture of the carbon footprint the event has (we can’t manage what we don’t measure) we need your support. We kindly ask you to register the club with Experienz. This is the platform that Silverstone use to easily and efficiently collect carbon data from all event producers and suppliers. Here is a link to register with Experienz - Link to Register.

Pre-event, please take a look at what data is relevant to you so you can log the data and submit it post-event via the Experienz website. You will not be required to submit data for all club member travel to/from the event. We just need the staff working the event and any onsite activation that has an impact e.g. staff travel to/from the event etc. Here is the link to the Experienz Login Page where you can review the type of data required to be captured (please note that you have to register before you can access this information).

I advise that I have registered with Experienz and will submit the data post-event.

PUBLIC LIABILITY INSURANCE

All clubs must have a minimum of £5 million public liability insurance to cover their display area. This is in the interest of the club and is designed to protect it from any unnecessary and unaffordable financial claim made against it. Please upload a copy of the Club's insurance below.

Public Liability Insurance (to upload multiple files hold down CTRL and select the files)

Upload up to two files (PDF, JPEG, Word, or Excel)

If you don’t have insurance in place already, our event partner - Adrian Flux Insurance - are able to offer specialist club liability policies of up to £5 million ensuring your club can exhibit at Silverstone Festival safe in the knowledge that you have adequate cover. Adrian Flux are offering a 15% discount to car clubs. For a quote, email ownersclub@adrianflux.co.uk and one of the dedicated club liaison team will able to assist.

Should you require any advice regarding the Club's insurance, please contact the Car Club team via carclubs@silverstone.co.uk or telephone: +44 (0) 1483 524 424.

RISK ASSESSMENT AND METHOD STATEMENT

New for 2024 - all clubs must provide a Risk Assessment and Method Statement to cover their display area. This must contain all potential risks and how you will mitigate against these. Click here to download a template. Please upload a copy of the Club's insurance below.

Risk Assessment and Method Statement (to upload multiple files hold down CTRL and select the files)

Upload up to two files (PDF, JPEG, Word, or Excel)

TEAMCARD

Silverstone Circuit require all car clubs accessing the site on set-up and de-rig days to sign up to their health and safety and accreditation system called TeamCard.

A separate email will be sent after submitting this form and you will be required to follow these steps:

Step 1: you will need to submit your health and safety documentation - the list of documents can be found below. These will be reviewed by the health and safety team and once approved Step 2 applies.

Risk Assessment
Method Statement
Public Liability Insurance - minimum of £5 million
Silverstone's Health & Safety Questionnaire (a copy will be emailed to you for completion)
Silverstone's Privacy Notice (a copy will be emailed to you for signature)
Site Safety Rules (a copy will be emailed to you for signature)
Staff Access Form (a copy will be emailed to you for completion)

Step 2: you will need to submit the names and photos for every team member attending site and apply them to the appropriate accreditation. Each team member's accreditation will be scanned before entering site. This applies to paid team members and volunteers.

Please note that you and your team will not be able to gain access to the site on these days without signing-up.

Step 3: you will be required to complete an online site safety induction. An email with the link will be sent directly to you.

I understand that I am onsite during the set-up and/or de-rig date periods and I will sign-up to and complete Silverstone Circuit's health and safety and accreditation system - TeamCard.

SILVERSTONE CIRCUIT H&S QUESTIONNAIRE

New for 2024, Silverstone require car clubs to complete a venue specific questionnaire and upload to this form prior to submitting. The term 'Contractor' and 'Company' refers to 'Car Club' in this instance. For any fields that are not applicable to your onsite activity, please write N/A.

Please click here to download Silverstone Circuit's H&S Questionnaire. Once completed, please upload below.

Silverstone Circuit H&S Questionnaire

Upload up to one file (PDF or JPEG)

SITE SAFETY RULES

Click here to read the Car Club site safety rules.

I have read the site safety rules and understand the safe working procedures and agree to comply with them fully.

REVIEW

The health and safety team will review the information and advise if there are any queries with the information provided. Should you have any queries in the meantime, please contact the team directly on carclubs@silverstone.co.uk.

KEEP UP TO DATE WITH THE LATEST NEWS

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