Event planning guide

You should carry out and provide a written risk assessment as one of the first step in planning your event. This will ensure that adequate health and safety measures are put in place. The risk assessment should be specific to your event and the site/venue where the event is being held

What is a risk assessment?

A risk assessment is a tool used to identify the specific risks associated with a hazard or activity. Identification of the risk will allow you to make a decision about what steps / controls, if any, are necessary to reduce negative impacts to both the staff and public at your event.

Why do I need a risk assessment?

As an event organiser, you have a responsibility to both the public and your team to ensure that your event is run in as safe and appropriate a manner as possible.

A risk assessment ensures that you have thought through the safety implications of the activity or event and taken all possible steps / controls to reduce risks, where appropriate.

If anything does go wrong, a comprehensive written risk assessment will help evidence that you have done your best to predict and control or remove any foreseeable risks.

You also need to see copies of Risk Assessments from all your contractors, traders, concessions and entertainers you are having on site. Even if it is just the local Women's Institute serving tea at a local fete, a risk assessment is still required and as with your own risk assessments should be specific to that particular event and location, taking into account such things as even the weather on the day.

The following information is aimed to help you in carrying out your risk assessments, you may also find the template helpful to give you an idea of how to format the information, most importantly however all risk assessments must be signed and dated by the author and should state when they will be reviewed. For example, 'will be reviewed annually or following an incident which necessitates a change in the procedure, whichever is the sooner'.

Identifying the hazards

A hazard is something with the potential to cause harm.  All potential hazards should no matter how low a risk should be noted on the Risk Assessment form, this confirms you have actually considered all aspects risk associated with your event.

Below are detailed some typical hazards found at event sites that you should consider.

• any slipping, tripping or falling hazards
• hazards relating to fire risks or fire evacuation procedures
• moving parts of machinery for example fairground rides
• vehicles and machines on site
• electrical safety for example, use of generators and any portable electrical appliances
• manual handling activities
• high noise levels
• poor lighting, heating or ventilation
• any possible risk from specific demonstrations or activities
• crowd intensity and pinch points
• weather Conditions
• temporary demountable structures

This list is some of the main examples but is by no means exhaustive and care should be taken to identify any other hazards associated with the activities at your specific event.

Identifying those at risk

For each hazard identified, list all those who may be affected. Do not list individuals by name, just list groups of people. The following should be taken into account:

• stewards
• employees and volunteers
• contractors
• vendors, exhibitors and performers
• members of the public
• children, the elderly and those registered with disabilities
• potential trespassers

Areas to consider

The following are examples of areas to consider:

• type of event
• potential major incidents
• site hazards including car parks
• types of attendees such as children, elderly persons and the disabled
• crowd control, capacity, access and egress and stewarding
• provision for the emergency services
• provision of first aid
• provision of facilities
• fire, security and cash collection
• health and safety issues
• exhibitors and demonstrations
• amusements and attractions
• structures
• waste management

Assessing the risk

The level of the risk due to the activities (hazards), identified must be considered and existing control measures taken into account. The risk is the likelihood, high or low, that somebody could be harmed by a hazard together with an indication of how serious the harm could be. You should list the existing controls and assess whether or not any further control measures are required. The following should be taken into account:

• any information, instruction and training regarding the event and the activities involved
• compliance with legislative standards, codes of good practice and British Standards
• whether or not the existing controls have reduced the risk as far as is reasonably practicable

Further action necessary to control the risk

Classify risks into high, medium and low. Examples of risks falling into these categories are as follows:

• High - An unsecured inflatable being used in adverse weather conditions
• Medium - A display of animals in a roped off environment
• Low - A mime artist performing amongst the crowd

For each risk consider whether or not it can be eliminated completely. If it cannot, then decide what must be done to reduce it to an acceptable level. Only use personal protective equipment as a last resort when there is nothing else you can reasonably do. Consider the following:

• Removal of the hazard
• Preventing access to the hazard for example, by guarding dangerous parts of machinery
• Implement procedures to reduce exposure to the hazard
• The use of personal protective equipment
• Find a substitute for that activity/machine etc

Record the risk assessment findings

Use the Risk Assessment Form to record all significant hazards, the nature and extent of the risks, and the action required to control them. Keep this for future reference or use. You could also refer to other documents you may have, such as manuals, codes of practice etc.

Review and Revise

If the nature of the risk changes during the planning of the event, the risk assessments will need to be reviewed and updated.

Information

Where the risk assessment has identified significant risks, you must provide information to all those affected, regarding the nature of the risk and the control measures to be implemented.

Sample Risk Assessment Form

We have created a sample Risk Assessment Form for you to download, save and use.

Sample Risk Assessment Form (Word doc, 187 KB)