Guide to Working at The Championships

Purpose

This Guide is for all who work with the AELTC or on its Grounds

You must read this guide if you are:
• An official partner
• A supplier
• A broadcaster
• Under a Rights Agreement with the AELTC
• A tennis partner (for example, LTA, ITF, WTA, ATP)
• Any other organisation that works with the AELTC or on the Grounds of the AELTC year-round, during The Championships build or de-rig, or during The Championships themselves.
• A manager at the AELTC

Organisation or contractor

In this Guide, an organisation or contractor refers to any individual or organisation who enters into an agreement with the AELTC or other parties to carry out services or specific tasks. This applies whether the agreement is verbal or written.

The guide gives information that’s essential to working with us

Please read this document carefully even if you have already worked with the AELTC or on its Grounds. We update the Guide every year to take into account changes to the Grounds, to our own processes, and to laws and best practices.

To avoid any unnecessary delays or other problems, please make sure you are
familiar with all sections of this Guide.

Note that if you do not read the Guide, you might experience delays or other problems when carrying out services for the AELTC.

The guide covers all aspects of working with us

This Guide covers information from procurement to arrival at the Grounds.

Important information includes:
• Insurance and other tender and procurement requirements
• Health & Safety information
• How to gain access to the AELTC’s Grounds by securing accreditation
• Vehicle entry
• What hours you can work and delivery instructions
• Championship preparation (including Communications equipment) and
de-rig
• Rules for general conduct and behaviour
Please refer to the contents page for help on finding what you need from this Guide.

Forms and information for your staff are also available. Throughout this Guide are examples of forms that you will need to complete and return to us via email. All forms are available for download from wimbledon.com/documents/contractors.

Liability and risk: Tender & procurement

COMPLETE AND SUBMIT A NEW SUPPLIER FORM

(Businesses only)
Once the tender process between you and the AELTC has been completed your AELTC Manager will give you a New Supplier Form. You need to complete this and send it to us.

READ GUIDE TO WORKING AT THE AELTC AND THE CHAMPIONSHIPS AND SITE RULES

Along with the New Supplier Form you will receive a link to Guide To Working at the AELTC and The Championships and the Site Rules. Please read these carefully. These give vital information about working with the AELTC.

COMPLETE THE LIABILITY & RISK INFORMATION FORM

The AELTC will only do business with organisations that are Limited companies or are VAT Registered. To meet our obligations in liability and risk you must complete the AELTC’s Liability & Risk Information form (see Appendix A) and enclose any required documentation. You can download this from here.

This must be sent to your AELTC Manager for approval. This form is part of the pre-qualification process and must be completed annually.

We intend to meet all our obligations regarding liability and risk in aspects of common law and duties of care, the requirements of the Health & Safety at Work Etc. Act 1974 and other legislation that may apply. We will also ensure that any organisation working for, or on behalf of, the AELTC also complies with its common law and statutory obligations.

ALL ORGANISATIONS MUST HAVE SUFFICIENT INSURANCE TO ENGAGE WITH THE AELTC

You must have adequate insurance to cover the nature and size of your operation whilst working on any of our sites or on behalf of the AELTC. Insurance cover must be in place at all times for the duration of your services, including set up and dismantling as well as during The Championships, and for a period of one year thereafter.

Organisations will be held liable for any issues arising from goods and services provided or from poor working practices, for example:

• Damage and defects caused to AELTC property, goods and services

• Injury or ill health caused to anyone including AELTC employees, members and visitors

• Interruption to services

• Substandard goods and services

• Reputational damage.

If you are uncertain about any insurance issue, including minimum levels of cover required, please contact your AELTC Authorising Manager.

THE AELTC REQUIRES THE FOLLOWING TYPES OF INSURANCE TO BE IN PLACE

A - Public liability
You must have insurance to cover a claim if a member of the public, another organisation or anyone outside your company suffers loss or injury as a result of your organisation’s activities, or something your employees do.
For example, poorly stacked equipment could fall and injure someone. Your organisation is liable for any injury claim plus legal expenses.

B - Product liability
If you supply any goods or equipment, a failure could lead to a claim for personal injury or damage to property. You must have cover suitable for the goods or equipment you are providing.

C - Employers’ liability
This is a legal requirement for any organisation with one or more employees.

D - Professional indemnity
If you give guidance, advice, or any professional service you should have professional indemnity insurance. This provides cover if you are negligent, or you give advice that leads to injury, damage, or financial loss.

E - Terrorism exclusions
Some policies have exclusions for claims made as a result of terrorist activity. Please detail any policies with exclusions on the Liability & Risk Information Form.

THE AELTC MAY ASK FOR ADDITIONAL INFORMATION CONCERNING LIABILITY AND RISK

The AELTC reserves the right to ask for additional information concerning liability and risk where we consider it necessary to maintain the standards of the AELTC.

A PURCHASE ORDER NUMBER IS REQUIRED FOR ANY INVOICING

Once we have agreed the cost of any works, we will give you a Purchase Order. No work should be undertaken without a purchase order. You must include this purchase order number on your invoices to us. We are not able to pay invoices without a purchase order number.

Liability & risk: Authorisation of works

1. SEND US YOUR RISK ASSESSMENT & METHOD STATEMENT (RAMS)
2. A Risk Assessment & Method Statement (RAMS) is required for all work, commercial or otherwise, undertaken within the Grounds or on behalf of the AELTC.
3. You must send the RAMS to your AELTC Manager at least ten working days before work starts, or longer if specifically stated. This period enables us to review and authorise the works.
4. Regardless of whether works are provided by an individual, a sole trader or a small business, RAMS must be submitted for all works.
5. We are not responsible for delays, or costs caused by any delay, if you do not send in your RAMS within this time period.
6. Please attach all relevant documents.
   
   
7. THE AELTC EXPECTS YOUR EMPLOYEES TO BE LAWFULLY EMPLOYED RIGHT TO WORK IN THE UK
8. It is your responsibility to ensure that all your employees or those of any sub-contractor that you use, have the right to work in the UK. All non-UK residents will be required to hold the relevant visa documents to work in the UK. You could face a civil penalty if you employ an illegal worker and have not carried out a correct right to work check. Please click here to use this website for further guidance.
9. The AELTC reserves the right to request this information at any time. If we find that these checks have not been completed, we may invalidate the contract.
   
   
10. MODERN SLAVERY
11. Your organisation undertakes, warrants, and represents that neither the organisation nor any of its officers, employees, agents or sub-contractors has committed an offence under the Modern Slavery Act 2015 (a “MSA Offence”). Neither has it been notified that it is subject to an investigation relating to an alleged MSA Offence, or been prosecuted under the Modern Slavery Act 2015, or is aware of any circumstances within its supply chain that could give rise to an investigation relating to an alleged MSA Offence or prosecution under the Modern Slavery Act 2015. Each business shall comply with the Modern Slavery Act 2015.
    
    
12. ANTI-BRIBERY
13. Your organisation must ensure that it (including its staff and direct and indirect contracts) do not, by any act or omission, place the AELTC in breach of the Bribery Act 2010. Each organisation must comply with the Bribery Act 2010 and ensure that it has in place adequate procedures (as such term as defined in the Bribery Act 2010) to prevent any breach of this section.
    
    
14. WHISTLEBLOWING
15. If you have a genuine and reasonable belief that the AELTC or any other organisation/person is engaging in malpractice, you should raise your concern with an AELTC Executive. The AELTC is committed to meeting its obligations and to investigating disclosures fully and fairly, even when
    made anonymously. No person who raises genuinely-held concerns in good faith will be victimised or dismissed because of disclosing their concerns according to the law on public interest disclosures.
    
    
16. DATA PROTECTION
17. Your organisation shall comply with the General Data Protection Regulation (EU) 2016/679) (“GDPR”) (unless and until the GDPR is no longer directly applicable in the UK), and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then any successor legislation to the GDPR or the Data Protection Act 2018. Your organisation shall also comply at all times with the AELTC’s Data Protection and Devices System Policy.
    
    
18. UK AND NON-UK COMPANIES AND WORKERS MUST BE FAMILIAR WITH UK LAW
19. All organisations and its staff working with the AELTC are subject to UK law regardless of whether they are from outside the UK. We expect everyone to be familiar with UK law, its health & safety requirements, and the process of risk management.
20. Information on UK health & safety laws can be found here.
    
    
21. THE AELTC EXPECTS ALL ORGANISATIONS TO BE COMPETENT
22. The AELTC expects all organisations and their employees to be fully trained and qualified.
    
    
23. ORGANISATIONAL COMPETENCE
24. It is your responsibility to ensure that your staff have suitable competency in line with relevant regulations and industry standards, specifically related to their intended works within the AELTC Grounds or on behalf of the AELTC. For instance, ensuring those providing services are members of an associated trade body (e.g., Association of Chartered Certified Accountants (ACCA); Chartered Institute for the Management of Sport and Physical Activity (CIMSPA); Chartered Institute of Procurement & Supply (CIPS); Chartered Institution of Building Services Engineers (CIBSE); etc).
    
    
25. SUB-CONTRACTORS COMPETENCE
26. Organisations are required to establish the competence of their sub- contractors, which includes checking training records. You are also responsible for ensuring that your sub-contractors hold the necessary AELTC accreditation before they start work.
27. The organisation must give access to the AELTC to establish the competency of sub-contractors, as soon as we request this access. Organisations will, on request, be given access to the competency evidence that the sub-contractor provides to the AELTC.
28. If there is a disagreement about an assessment that the AELTC has given about a sub-contractor, then the AELTC will convene a meeting to review the available material and seek a solution. As the client and the site owner or having management of the site, the AELTC’s decision regarding competency is final.

Expectations of the performance of all organisations

1. MONITORING – WE RESERVE THE RIGHT TO INSPECT YOUR WORK
2. Aside from the organisation’s own responsibility to undertake routine inspections of its works (whether in relation to quality, safety, environmental management, business standards, etc), the AELTC, as the client, retains the right to inspect and request information at any time, to determine if quality, safety, environmental, business standards etc are being met.
3. Performance review meetings will be held by the AELTC Manager if there are concerns about the performance of an organisation (whether in relation to quality, safety, environmental management, business standards, etc).
   
   
4. YOU MUST ENSURE YOUR STAFF HAVE WATCHED THE AELTC HEALTH & SAFETY FILM
5. Prior to arrival all your staff must have watched the AELTC Health & Safety Film.
   
   
6. YOU MUST REPORT ANY INCIDENT
7. Any incident which causes a minor injury to an AELTC employee or to an organisation’s employee must be reported to the AELTC Manager and the Health & Safety team.
8. Any specified injuries or dangerous occurrence as defined under the Reporting of Injuries, Diseases or Dangerous Occurrences Regulations (RIDDOR) 2013 must be reported in writing immediately, or at the very latest within 24 hours. Fatalities must be reported immediately.
9. Any safeguarding or welfare incident concerning children and/or other vulnerable persons must be immediately discussed with the Head of Health & Safety.
10. The AELTC have the right to be provided with full copies of any associated incidents or RIDDOR investigation report.
    
    
11. YOU MUST INFORM US OF ANY VISITS BY ENFORCEMENT AUTHORITIES
12. All organisations must notify their AELTC Manager of any visits from an enforcement authority.
13. Specifically, the Health & Safety team must be notified as soon as possible of any visit by officers of the HSE or any other authority concerning health and safety. The Head of Health & Safety should receive a copy of any correspondence exchanged between the HSE/ Local Authority and the organisation.
14. The Head of Health & Safety must be notified immediately if there are any visitations concerning safeguarding or welfare or children and/or other vulnerable persons.
    
    
15. ADVISE US WHEN YOU HAVE COMPLETED THE WORK
16. Before your work is completed, you must inform your AELTC Manager who will check that the work has been completed satisfactorily and meets the standards of the Site Rules.
    
    
17. EXPECTATIONS SPECIFIC TO CONSTRUCTION WORK
18. Please read the Site Rules for a clear legal definitions of what construction work is, as this is wide-ranging.
    
    
19. DISCUSSIONS WITH ESTATE MANAGEMENT AND CHAMPIONSHIPS OPERATIONS
20. If your works are taking place during The Championships build or de-rig period, then these should be discussed in advanced for approval with the Championships Operations team.
21. Similarly, if the works relate to permanent structures (which can include installations) then approval must be given by Estate Management before any work can commence.
22. This must happen before any commitment has been made to commissioning the work and/or contracts arranged.
    
    
23. CDM REGULATIONS 2015 APPLY TO ALL ORGANISATIONS UNDERTAKING PHYSICAL WORK
24. (Applies to both year-round and for The Championships build) Construction (Design & Management) Regulations 2015 apply to all organisations undertaking physical work both year-round and for The Championships build or de-rig at any of the AELTC sites.
25. The objective of CDM 2015 is to reduce the risk of harm to those that have to build, fit out, use, maintain and take down structures (see the Site Rules for full legal definition of Construction Work as this applies to a wide range of activities).
    
    
26. APPOINTING CDM ROLES
27. Unless otherwise stated by the AELTC Manager, ALL organisations are appointed in the role of both Principal Contractor and Principal Designer.
    
    
28. PROVIDE THE AELTC WITH A CONSTRUCTION PHASE PLAN
29. You must give a Construction Phase Plan (CPP) to your AELTC Manager. This includes AELTC’s own works.
30. CTIB provides a CDM Wizard App available for iOS and Android devices which is a user-friendly tool that will assist with putting together a CPP.
31. The Health & Safety team will support AELTC Managers where requested.
    
    
32. HOW CDM APPLIES TO THE ENTERTAINMENT INDUSTRY
33. CDM also applies to construction work undertaken in the entertainment industry, and its four main sub-sectors
34. • TV/film and broadcasting
35. • Theatre and performing arts
36. • Live events (festivals, music, sport, cultural events)
37. • Exhibitions/trade fairs and conferences. More information on CDM is available here.
    
    
38. YOU MUST BE A MEMBER OF A SAFETY SCHEMES IN PROCUREMENT (SSIP) ORGANISATION
39. The AELTC requires everyone undertaking construction works to be a member of a Safety Schemes in Procurement (SSIP) organisation. The AELTC will only procure from organisations with SSIP membership, and only allow organisations to undertake works within the Grounds with SSIP membership. This is in accordance with pre-qualification requirements from CDM Regulations 2015 recommendations. For further information on accredited bodies who issue SSIP visit: ssip.org.uk/members
40. International organisations may use ISO in place of SSIP, if they have proven they comply with UK regulatory requirements. In such cases, the AELTC Manager must have agreement from the Health & Safety team.
    
    
41. ALL YOUR STAFF MUST BE CONSTRUCTION SKILLS CERTIFICATION SCHEME (CSCS) CERTIFIED
42. All your staff must be Construction Skills Certification Scheme (CSCS) certified.
43. The AELTC expects that everyone undertaking construction work to hold a Construction Skills Certification Scheme (CSCS) card relevant to their trade (see the Site Rules for full legal definition of Construction Work).
44. CSCS is the leading skills certification scheme within the UK construction industry. CSCS cards provide proof that individuals working on construction sites have the required training and qualifications for the type of work they carry out. Full trade qualifications, that have been verified, are listed on the back of the card.
45. The scheme keeps a database of people working in construction who have achieved or are committed to achieving a recognised construction related qualification, which is verified by CSCS.
46. Most major organisations and many small/medium size companies require construction workers on their sites to hold a valid CSCS card.
47. For more information about organisations who issue CSCS cards click here.
    
    
48. CDM PROJECT MANAGEMENT COMPETENCY
49. The AELTC expects that all organisations who are engaged with construction work projects have demonstrable competencies within their management team who will oversee the works, to the Construction Industry Training Board (CITB), Site Supervisors Safety Training Scheme (SSSTS) or Site Management Safety Training Scheme (SMSTS) standards, or relevant industrial equivalent.
    
    
50. OTHER INDUSTRY SCHEMES
51. If any organisation is considering other schemes, please contact your AELTC Manager and the Health & Safety team for further guidance. It is the AELTC’s right to set the standards for those undertaking works within its Grounds and/or work on their behalf.
    
    
52. COORDINATED WORKS
53. Since the beginning of the pandemic, we have ensured that any proposed work being undertaken within the Grounds, whether it is with manual work or desk-based, is authorised and coordinated to ensure that we are not breaching limits in the number of persons we can fit into one area.
    We also ensure that adequate welfare has been assigned and that the contractor(s). For this, we will require you to submit complete schedules of work which are clear and cover the following:
54. • Written procedure for proposed works, with reference to the sequence of and time allocated for each item or objective for completion
55. • The schedule should allow for the entirety of the proposed work and will be reviewed within three week periods
56. • Series of tasks to be done or events to occur at or during a particular time or period
57. • Timetable
58. A programme of works is a detailed series of tasks by individual sequence, not block periods of time.
59. The AELTC will not authorise any works to commence on site until the schedule of works has been submitted, and that the AELTC Manager has received acknowledgment of these, which they will then inform other parties of.
60. All contractors working on site for the build and de-rig of The Championships will be required to submit a schedule of works as set out in our guidance on Post-Championships De-Rig.
61. If you are a new contractor, please speak to your AELTC Manager to request the template that we require you to submit your schedule on or you can access it here (please only complete columns in purple). If you have submitted schedules in previous years, then your AELTC Manager should have sent you a template – please get in touch with them if you haven’t received this.
62. If we have any concerns with the schedule you have submitted, or require you to alter your dates, you will be contacted by your AELTC Manager.
    
    
63. SUBMIT A PERMIT-TO-WORK REQUEST BEFORE WORK STARTS FOR ANY HIGH-HAZARD WORKS
64. RAMS must be submitted to your AELTC Manager for review at least ten days before work starts. These should indicate clearly if a permit- to-work is required.
65. The AELTC Manager is responsible for reviewing these RAMS and liaising with the Estate Management Helpdesk on the required permit-to-work a minimum of five working days before the planned commencement of work. If the submitted paperwork is not sufficient to meet the standards required for the permit-to-work to be issued, this will result in a delay to work starting. The Health & Safety team will support AELTC Managers where requested.
66. Failure to organise a permit-to-work will result in a delay to work starting.
67. Permits are required for all high-risk activities such as:
68. • Asbestos
69. • Confined spaces
70. • Excavations
71. • Gas services
72. • High and low voltage electrical works
73. • Hot works (a suitable fire watch must be undertaken once hot works are complete)
74. • Pressure systems
75. • Work on lifts
76. • Working at height including suspended access equipment (erection and use), this does not include MEWP operations, ladders, or mobile scaffold towers
77. • Restricted/hazardous areas.
78. If you have any questions email: EMhelpdesk@aeltc.com
    
    
79. AUTHORISATION OF WORKS
80. After your Manager has approved your RAMS and permit-to- work submissions, your schedule of works will be reviewed at the Estate Operations Group meeting that takes place every Thursday.
81. Consideration will be given to all contractor’s submissions alongside AELTC Staff activities throughout the Grounds. If more than one of these activities requires access to the same location at the same time, it may be necessary to adjust dates and/or timings to remove any clashes. If this becomes necessary, your Manager will contact you to discuss options.
82. No work can take place in the Grounds until authorisation of works has been given by the Estate Operations Group.
    
    
83. CONTROLLING WORKS AREAS
84. You are responsible for controlling your work areas, including prohibiting entry to hazardous sections. Entry must be refused to anyone who has not been invited and/or those not wearing appropriate PPE.
85. Everyone working within your area must be given an induction. This includes AELTC staff, visitors, Members, and other contractors working or visiting your organisation.
    
    
86. CONTRAVENTION OF SAFE WORKING CONDITIONS
87. Any practice likely to cause danger to your own employees or AELTC staff, as well as any services, will not be tolerated. The AELTC will have no hesitation in removing anyone who causes danger to others from site permanently.
88. Any of the AELTC’s management team has the authority to take such immediate action to ensure safe working conditions. We are not responsible for delays or costs caused by any interruptions to your work due to unacceptable or unsafe practices.
    
    
89. WHAT AELTC MANAGERS SHOULD DO
90. AELTC Managers shall ensure:
91. • All steps of “the AELTC Journey” are followed
92. • All organisations demonstrate their organisational competency in line with relevant regulations and industrial standards for the services they are providing to the AELTC
93. • A New Supplier Form is completed for all organisations the AELTC is procuring from who are not on our suppliers list
94. • The Liability & Risk Information form is completed and submitted to Finance annually
95. • If they are overseeing any construction works that they have undertaken the relevant training (CITB, SSSTS or SMSTS or equivalent)
96. • The organisation supplies a copy of their latest SSIP membership certificate(s), where applicable
97. • The organisation supplies a Risk Assessment & Method Statement for works, construction or otherwise. This will be reviewed and approved by the AELTC Manager. The Health & Safety team will assist where requested
98. • The AELTC Manager liaises with the Estate Management Helpdesk where works require a permit-to-work (for high risk activities) and/or have a footprint within the Grounds
99. • The organisation supplies copies of operatives’ competencies (i.e. copies of chartered or registered status of staff being used, relevant qualifications, etc)
100. • The organisation supplies copies of relevant certifications and CSCS cards of its operatives, where applicable
101. • The organisation submits a Construction Phase Plan (CPP) if construction work will be carried out. This will be reviewed and approved by the AELTC Manager
102. • The AELTC Manager liaises with Finance and the Health & Safety team for any further requested information
103. • There is a daily activity group run by Estate Management which will review and authorise works
104. • The organisation is asked to provide information on an annual basis regarding both its safety management and its safety performance
105. • The AELTC Manager is to ensure the on-going compliance and competency of organisations. Contravention of safe working conditions.
     
106. Any practice likely to cause danger to your own employees or AELTC staff, as well as any services, will not be tolerated. The AELTC will have no hesitation in removing anyone who causes danger to others from site permanently.
107. Any of the AELTC’s management team has the authority to take such immediate action to ensure safe working conditions. We are not responsible for delays or costs caused by any interruptions to your work due to unacceptable or unsafe practices.

1. LIABILITY & RISK: TENDER AND PROCUREMENT

Complete and submit New Supplier Form (new contractors only)

Read ‘Working at the AELTC and The Championships’ and ‘Site Rules’

Complete and submit Liability & Risk Form

Receive a Purchase Order from the AELTC

2. LIABILITY & RISK: AUTHORISATION OF WORKS

Provide Risk Assessment & Method Statement (RAMS)

Provide other organisational certification

Submit permit-to-work application (If high-haz work)

Managers to review RAMS and permit-to-work applications

Estate Operations Group to review and authorise works

3. ACCREDITATION AND GROUNDS ACCESS

Year-Round: Request accreditation from your Manager

THE CHAMPIONSHIPS

1. Register to use the accreditation system (WACS)

2. Ensure T&Cs of accreditation are read by all staff

3. Submit staff applications on WACS

4. Arrange collection of accreditation passes

4. CHAMPIONSHIPS PREPARATION

Submit Communications Request (if applicable)

Submit Radio Equipment Notification (if applicable)

Submit Post Championships De-Rig Vehicle Access Request (if applicable)

5. ARRIVAL

Collect accreditation or pass (collection location by arrangement)

AELTC SWITCHBOARD

Tel: +44 (0)20 8944 1066

AELTC LOGISTICS HUB
Email: EMhelpdesk@aeltc.com

ACCREDITATION
Tel: +44 (0)20 8971 2356
Email: accreditation@aeltc.com

WIMBLEDON BROADCAST SERVICES
Tel: +44 (0)20 8971 2555
Email: wbs@aeltc.com

ESTATE MANAGEMENT
Tel: +44 (0)20 3372 7373
Email: EMhelpdesk@aeltc.com

HEALTH & SAFETY
Tel: +44 (0)20 8791 2276 or 2612
Email: hsaf@aeltc.com

LIABILITY & RISK
Accounts Payable
Email: ap@aeltc.com

USE OF RADIO EQUIPMENT
Tel: +44 (0)20 3372 7272
Email: servicedesk@aeltc.com

HIRE OF COMMUNICATIONS AND AUDIO EQUIPMENT
Tel: +44 (0)20 8971 2361
Email: event.technology@aeltc.com