1. Policy Statement
At Henson Franklyn, the health, safety and wellbeing of our employees, contractors and freelance workforce is our highest priority.

Our work regularly involves physically demanding activities undertaken at outdoor events, exhibitions, sporting venues, roadshows, temporary structures and during the construction and dismantling of event infrastructure. Hot weather can significantly increase the risks associated with these activities.

Consistent with our commitment to planning, professionalism and delivering projects safely, Henson Franklyn will assess and manage the risks associated with high temperatures and implement suitable control measures to protect everyone working on our behalf.

Henson Franklyn will work collaboratively with the client, organiser, and/or venue management to ensure a proactive approach is taken in identifying, implementing and reviewing all appropriate control measures.

2. Scope
This policy applies to anyone working on behalf of Henson Franklyn ie:
– Permanent employees
– Freelance staff
– Agency staff
– Contractors and subcontractors
– Designers attending site
– Project / Account Managers
– Site team Installation teams
– Site management teams

It applies to all locations including:
– Outdoor events
– Exhibition Halls
– Temporary structures
– Marquees
– Sporting venues
– Installation and de-rig operations
– Warehousing and loading areas
– Installation teams
– Client premises

3. Responsibilities
Directors
Directors will ensure adequate resources are available to implement this policy and promote a culture where work may be modified if heat presents an unacceptable risk.

Project Managers and Site Managers
Managers are responsible for:
– Reviewing weather forecasts before mobilisation
– Completing suitable and sufficient risk assessments
– Briefing all personnel during site inductions
– Ensuring welfare facilities remain available throughout the working day
– Monitoring staff for signs of heat-related illness.
– Adjusting work activities where required

Everyone working for Henson Franklyn must:
– Drink Water regularly
– Wear appropriate clothing and PPE
– Report any symptoms of heat illness immediately
– Look after colleagues and report concerns
– Take allocated rest breaks
– Follow management instructions regarding hot weather controls

4. Planning
As a company built around preparation and flexibility, hot weather will form part of every event planning process where relevant. Managers should consider:
– Weather forecasts before deployment
– Availability of welfare facilities
– Water supply arrangements
– Shaded break areas
– Physical demands of the work
– Manual handling requirements
– Availability of mechanical lifting equipment
– ‘crew numbers’
– Emergency arrangements

Where extreme heat is forecast, daily dynamic risk assessments shall be undertaken.

5. Heat Control Measures
Drinking Water
• Henson Franklyn will ensure an adequate supply of cool drinking water is available.
• Workers are encouraged to drink little and often rather than waiting until they become thirsty.
• Where work is particularly demanding, electrolyte replacement drinks may also be provided.

Rest Breaks
Managers shall introduce additional breaks where necessary. As guidance:
Air Temperature / Suggested Controls
• Below 26°C / Normal break arrangements
• 26–30°C  / Additional rest breaks every 60–90 minutes
• Above 30°C / Reduce heavy manual work and increase rest periods
• Above 35°C or where humidity significantly increases heat stress / Work activities to be reviewed and, where necessary, altered in accordance with conditions.

Temperature alone should never determine risk. Direct sunlight, humidity, PPE requirements and workload must also be considered.

Working Hours
Where reasonably practicable Henson Franklyn will:
– Start work earlier
– Avoid the hottest period of the day
– Rotate physically demanding tasks
– Increase ‘crew ’numbers for manual handling
– Reschedule non-critical activities
– Provide suitable welfare facilities*
– Provide mechanical lifting equipment
– Ensure adequate ‘crew numbers’
– Clarify emergency arrangements

*Suitable welfare facilities should include:
– Appropriate welfare units where available.
– Covered seating areas.
– Indoor cooling areas.
– Fans where practical.

‘Crew’ should be encouraged to use welfare facilities during every break.

Clothing
Personnel should wear:
• Lightweight clothing where compatible with site requirements.
• Summer-weight high-visibility garments.
• Suitable head protection.
• UV protective sunglasses where appropriate.

Mandatory PPE must always be worn where identified by the risk assessment.

Sunscreen
SPF 30 or above sunscreen will be made available for outdoor events where prolonged sun exposure is anticipated. Workers remain responsible for applying sunscreen throughout the day.

6. Manual Handling
Heat significantly increases fatigue and the likelihood of manual handling injuries.

Managers should consider:
– Mechanical lifting aids
– Team lifting
– Additional crew
– Reduced lift weights
– More frequent recovery periods

7. Vehicle Operations
Drivers shall:
• Carry drinking water.
• Take additional breaks during long journeys.
• Ensure vehicle cabs remain ventilated where possible.
• Never leave people inside parked vehicles.

8. Heat Illness
Heat Exhaustion
Symptoms include:
– Heavy sweating
– Dizziness
– Headache
– Muscle cramps
– Nausea
– Weakness
– Rapid pulse

Action:
– Move to a cool shaded location
– Remove unnecessary clothing
– Drink cool water
– Cool the body using damp towels or fans
– Inform the Site / Project Manager

Heat Stroke – Medical Emergency
Symptoms include:
– Confusion Collapse
– Loss of consciousness
– Very high body temperature
– Hot, dry skin
– Seizures

Action:
✓ Call 999 immediately.
✓ Move the casualty into shade.
✓ Begin active cooling immediately.
✓ Continue cooling until emergency services arrive.

No person displaying symptoms of heat stroke shall return to work until cleared by Medical Staff.

9. Vulnerable Workers
Additional consideration shall be given to workers who have advised vulnerability as per the following:
✓ Pregnant workers
✓ Older workers
✓ Individuals with medical conditions
✓ Those taking medication that affects heat tolerance

Reasonable adjustments will be made wherever practicable.

10. Suspension of Work
There is no maximum legal working temperature in the UK. However, Henson Franklyn recognises that work must be suitably altered where the risks associated with excessive heat cannot be adequately controlled.

Examples include:
– ‘Crew’ showing symptoms of heat illness
– Lack of drinking water Inadequate welfare facilities
– Heavy physical work in prolonged direct sunlight
– Unsafe temperatures inside temporary structures
– Official severe weather warnings requiring additional precautions

The Site / Project Manager has full authority to delay and modify works where required to protect health and safety.

11. Training
All site personnel will receive information covering:
– Risks associated with hot weather
– Hydration
– Recognition of heat illness
– Emergency arrangements
– Site-specific welfare facilities

Managers and supervisors shall receive additional guidance on monitoring crews and implementing dynamic risk assessments.

12. Review
This policy will be reviewed annually or following:
• Significant incidents.
• Changes in legislation.
• Lessons learned from projects.
• Client or industry requirements.

Our Commitment
At Henson Franklyn, successful projects are built on careful planning, teamwork and looking after our people. Managing the risks associated with hot weather is part of delivering events safely, professionally and to the high standards our clients expect.

Tim Henson Managing Director January 2026