Santa Briefing Sheet and Health and Safety document

The Lions Club of Reading - Santa Sleigh - Briefing notes / Roles and Responsibilities  

Briefing Notes:

• Please be at the indicated meeting point by 6.00pm for a prompt 6.15pm start.
•  Please Park with consideration for local residents and other road users.
•  Come prepared for the weather conditions and have suitable footwear.
• No one is to ride on the Sleigh other than Santa, this is for Health & safety purposes.  You are to make sure you are fit and able to walk the distances expected for the route.
• If you have any symptoms of illness – Do not attend this event, Stay at home. 
• If for any reason you are unable to attend, please inform Dave Ebsworth on 07803243325 or Kam on 07960345385  as soon as possible. Please do not e-mail or text as we may need to get a replacement as soon as possible.
• If we must cancel the event due to severe weather conditions that may compromise the safety of those involved, we will inform all members as soon as possible.
• Christmas hats are encouraged however we will not be issuing hats so if you have one, please bring it with you.  
• Each towing vehicle will have a red folder with relevant routes / Maps and paperwork like the Risk Assessment. They will also be carrying any equipment required.
• All of those engaged in helping with the Santa Sleigh must wear a High Vis tabard which will be provided.  Lions or Friends who have been issued High Vis tabards or coats should bring them with you.
• Each route will have a designated Team Leader, the role of the team leader is to ensure that those engaged in the Santa Sleigh follow this briefing and everyone is aware of their responsibilities.
• We will not be collecting money donations door to door, but we will have a street collection licence so those on the routes will be asked to either donate online or put money into the buckets carried by Santa's helpers. There will also be a card reader for card donations and each bucket will have a QR code for online donations.
• At the end of the route the Team Leader will be responsible for taking charge of any buckets containing money and then arrange to drop this off to the club treasurer. Treasurer Contact – John Samuel 07722596605.
• Photography - We should avoid taking photographs of the general public whilst engaged in Santa Sleigh, we should encourage the public to take photographs themselves and tag these into our social media feeds. We need to always protect children & vulnerable persons privacy.

Roles / Responsibilities

Driver- To tow the Santa Sleigh Float and hold any necessary equipment, driving at a reasonable speed to allow the public to enjoy the Santa Experience.

Santa - To wear the Santa Suit issued, to be safely seated in the Sleigh at all times(Wearing the seat belt provided) to wave and ring the Santa Bell bringing cheer to those who see him.

Team Leader / Helper– The role of Santa's Helper with the additional responsibility for ensuring all those engaged in the event are acting safely and gather any debrief items for the event planners. Responsible for ensuring that Music iPod / Tracker Phone and Sum up payments devices are charged and returned to the Santa Kit box which will either be in the towing vehicle or the Sleigh. Take charge of any cash donations and their disposal. To help the driver navigate the route and make decisions on suitability of the route based on the current circumstances and a generic risk assessment at the time.

Santa's Helpers- To walk either side of the moving Sleigh safely, waving and bringing Christmas cheer to those living on the route. Please utilise the collection buckets from the Sleigh to receive any cash or card donations.

The main responsibility for the whole team is to bring joy and enjoy this event safely.

If you have any questions or de brief items please email: david.ebsworth@lions105sc.org.uk