Risk assessment for events

Event Title:	Location(s):
Details of Events(s):
Date(s):	Time:
Manager responsible	Signature & date
Assessed by (name & role)	Signature & assessment date

Hazard (H) Hazardous event (HE) Consequence (C)	Who might be harmed	Current controls	Current risk LxC=R	Additional controls	Residual risk LxC=R	Date achieved
Emergency first aid. H- Inadequate first aid cover. HE - Failure to summon first aid. C- Harm escalates due to delay in summoning first aid.	Event employees, visitors, presenters, contractors.	Confirm Patrol Officers are available to provide first aid cover for the event,	Very unlikely and major LOW RISK	(If making own arrangements record here. Include how arrangements will be communicated)
Temperature. H- uncomfortable room temperature HE- Overcrowding of the area C- general discomfort, some attendees may feel unwell.	Event employees, visitors, presenters, contractors	Attendee and event staff number kept below room capacity.	Very unlikely and minor VERY LOW RISK	Popular events can be monitored through ticket issue.
Unacceptable behaviour. H -Overcrowding, attendees under the influence of alcohol or drugs creates tension and aggressive behaviour. Attendees engage in horseplay. HE- Verbal and physical violence. C- Physical or mental harm	Event employees, visitors,	Ensure those supervising the event know how to contact the Patrol Staff. Agree with those supervising the event beforehand what action to take if attendees are drunk or behaving inappropriately.	Very unlikely and moderate VERY LOW RISK
Slips and trips. H-e.g., trailing cables, spillages, uneven flooring, loose carpet etc. HE-contact with slip / trip hazard C- First aid injuries, sometimes major injury.	Event employees, visitors, presenters, contractors.	Responsible person to inspect site prior to its use and on day of event. Event staff monitor slip and trip hazards during event. Maintain good housekeeping standards, clean up spillages or have arrangements to clean spillages. Trailing cables away from walkways or use cable covers. Report flooring faults to EMS helpdesk (ems-helpdesk@essex.ac.uk) Take into account outdoor conditions.	Unlikely and major MEDIUM RISK	Record arrangements for spillages / housekeeping
Fire and emergency. H- Sources of ignition and combustibles e.g., temporary lighting, faulty electrical equipment, portable heaters, candles, decorations, packaging and suspicious items. H- Restricted fire exit routes due to stand and seating lay out. HE- Failure to evacuate safely in the event of fire or emergency. Delay due to overcrowding. People unaware of evacuation procedure. C- Panic, smoke inhalation or burns, crushing and trampling. Potential for fatalities.	Event employees, visitors, presenters, contractors. People at increased risk: limited mobility, hearing and visually impaired. Temporary or permanent disabilities.	Event numbers, including staff, kept below room capacity. Prohibit naked flames, unless approved by the Fire Safety Adviser/Officer, untested electricals and room heaters. Keep decorations away from hot sources. Fire exits kept free from obstructions and clearly signed. Adequate number of trained fire evacuation stewards. Event staff, presenters, contractors: aware of emergency evacuation procedure, assembly points, how to raise the alarm, summon first aid and security at the start of the event. Furniture arranged to ensure sufficient space to move freely and exits clear. Personal Emergency Evacuation Plans (PEEP) for people at increased risk. Event Organiser has arrangements in place to check for suspicious items and reporting them to Security.	Very unlikely and catastrophic MEDIUM RISK	Popular events can be monitored through ticket issue.
Malicious attack. H-Armed terrorists HE-terrorist incident occurs during the event. C=Multiple catastrophic injuries. (Applies only to large scale events with more than 250 participants. Smaller events are at significantly lower risk and existing security and emergency arrangements are adequate, see Fire and emergency.)	Event participants and employees. Other people nearby.	The Event Organiser must contact the Security Manager two weeks before the event to carry out a separate security risk assessment to determine the threat level and the University’s response. (securitymanagement@essex.ac.uk) The Event Organiser and the Security Manager review the security risk assessment a couple of days before the event to ensure the threat level and response is still appropriate.	To be estimated for each large-scale event	The security risk controls will be dependent on the event security risk assessment outcomes. The assessment will be part of your event plan.	To be estimated for each event	Two weeks and two days before the event. Security risk controls in place before and during the event.
Manual handling. H- Heavy, awkward or unbalanced loads (e.g., furniture, display stands and equipment, gazebo). HE- Repetitive or prolonged, lifting, carrying, stretching and overreaching. C-Back pain and other musculoskeletal disorders; persistent or occasionally disabling.	Event Employees	Is Your Back Safe? leaflet. Book Porters or facilities provider for heavy loads (ems-helpdesk@essex.ac.uk) Book IT Services for IT equipment moves (it.helpdesk@essex.ac.uk). Suitable handling aids: trolleys (not supermarket) and regularly inspected. Event space arranged to minimise overreaching, stretching and twisting. For significant manual handling activities detailed manual handling risk assessment carried out.	Unlikely and moderate LOW RISK
Working at height. H- using unsuitable or broken access equipment, using equipment incorrectly. HE- fall from height C- Major injury.	Event employees / helpers	A Step Too Far? Leaflet or briefing on safe use of access equipment. Reduce the need to work at height. Use a stepladder or kick stool only. Ensure it is readily available. Stepladder and kick stool regularly checked, and records kept. Available from the Working at Height website. Users instructed to check equipment before use. Estates carry out work if very high working or specialist working at height is required.	Very unlikely and major LOW RISK
H- Electrical equipment. HE- Contact with live components C- electric shock, fire.	Event employee, presenter, contractor	Confirmed that electrical equipment undergone regular formal inspection (and where necessary test). A visual inspection of equipment for obvious damage made before use by the person responsible for the equipment. Use of extension leads minimised. If an extension reel is used, fully unwound, ensuring cable do not form a trip hazard.	Very unlikely and catastrophic MEDIUM RISK
Work-related stress. H- Insufficient time to plan and deliver the event leading to HE- increased work demands C- temporary physical and mental health effects.	Event organiser	Plan event well in advance with agreed milestone dates for achievement of key activities. Maintain good communication throughout key people. Check what other events are taking place on campus at the same time.	Unlikely and minor LOW RISK
Users of EMS/CER pop up gazebos. H- use of gazebo during inclement weather HE- Gazebo structure and stability compromised (e.g., high winds and heavy rain blow gazebo from site or over square railing). Falling, collapsing or moving gazebo and associated items collides with people. C- Catastrophic injury.	Event employees using gazebo. Event participants Other people nearby	Users book EMS or CER gazebos in good time (ems-helpdesk@essex.ac.uk). Gazebos safely erected and installed by Portering Services. Users and Portering Services monitor inclement weather (e.g., wind/heavy rain) and contact EMS if they have issues with the gazebo structures/stability. Portering Services will not erect gazebo if high winds are forecast. Users make arrangements with Portering Services to set down gazebos overnight and at end of event.	Very unlikely and catastrophic MEDIUM RISK
Users of department owned pop up gazebo H- Sharp objects, metal burs, concertina parts, damaged or malfunctioning equipment. HE- setting up and setting down. C- Cuts and grazes, crushing of hands and feet whilst	Event employees putting up gazebo and others nearby	Only authorised and trained employees set up and set down the gazebos. Gazebos and weights to be inspected by event users prior to their use. If a hazardous defect is found the gazebo or associated parts will be taken out of service.	Unlikely and minor LOW RISK	Contact Portering Services (ems-helpdesk@essex.ac.uk) for advice on how to safely install, erect and manage your gazebo. Or Do not use department owned gazebos. Users book EMS or CER gazebos in good time (ems-helpdesk@essex.ac.uk). Gazebos safely erected and installed by Portering Services.
H- use of gazebo during inclement weather HE- Gazebo structure and stability compromised (e.g., high winds and heavy rain blow gazebo from site or over square railing). Falling, collapsing or moving gazebo and associated items collides with people. C-Catastrophic injury.	Event users of the gazebo. Event participants Other people nearby	10kg weights on each gazebo leg. Gazebos tied down to a secure structure where there is a risk of the gazebo falling from height as a result of high winds or tampering. Gazebos on squares 1, 2 and 5 secured to the square’s edge protection with either rope or ratchet straps to hold it to the edge protection as well as providing a downward force to secure it to the floor. Users monitor inclement weather (e.g., wind/heavy rain). Do not erect gazebo if high winds are forecast. Users make arrangements to set down gazebos overnight and at end of event.	Very Unlikely and catastrophic MEDIUM RISK	Contact Portering Services (ems-helpdesk@essex.ac.uk)for advice on how to safely install, erect and manage your gazebo. Or Do not use department owned gazebos. Users book EMS or CER gazebos in good time (ems-helpdesk@essex.ac.uk). Gazebos safely erected and installed by Portering Services.
H- Marquee and associated equipment. HE-Collapse of marquee due to design faults, incorrect erection, weather conditions. C- Major injuries	Event employees, visitors, presenters, contractors.	Marquee company is a MUTA member. Where the marquee is to be in place for an extended period a regular check on its stability should be undertaken. Where there are reasons to be concerned (e.g., because of high winds), the contractor should be asked to check the marquee’s stability prior to use.	Very unlikely and major LOW RISK
H- Marquee and associated equipment. HE- Unsafe conditions during erection and dismantling of marquee and movement of contractor vehicles on site. C- Major injuries	Marquee company and University employees, visitors, others.	Marquee company is a MUTA member. Arrangements for erecting and dismantling marquees should be made with Estates, who will ensure competent contractors are used and marquee meets safety (including fire safety) standards. They will also ensure control of contractor vehicle movement. Monitoring of marquee contractors by Estates to ensure they behave safely.	Very unlikely and major LOW RISK
Welfare facilities. H- Inadequate provision of welfare facilities, HE- overuse and poor hygiene levels and cleanliness C- unpleasant conditions, increased risk of infection / accident.	Event Employees, visitors (including children) presenters, contractors People at increased risk: disabled, new parents and nursing mothers.	Ensure adequate welfare provision. Signpost facilities and possible alternatives. Event staff regularly check standards. Arrangements in place for regular and emergency cleaning. Provide information about access toilets and facilities for nursing mothers.	Very unlikely and minor VERY LOW RISK
Event disrupting other people. H- Noise, food smells or other disturbances HE- may affect other users of the premises. C- Temporary disruption of work, temporary stress	Other building users not involved in the event	Consider potential impact on other building users. If unable to avoid disruption, inform them in good time and agree how disruption will be minimised. Check what other events are taking place on campus at the same time.	Unlikely and minor LOW RISK
H- Food pathogens, contamination, allergens. HE- People ingest food pathogens due to poor food hygiene and control of allergens C- large number of guests become seriously ill. Person ingests food allergen and becomes seriously ill.	Event visitors, including those at increased risk from food allergens	Food supplied by Essex Food, who are responsible for ensuring hygiene and food safety requirements are met. They are also responsible for ensuring their catering equipment is safe and food allergens are brought to the attention of customers.	Very unlikely and major LOW RISK

Add more rows if needed

Periodic Review

Review date:
Review by:
Signed:

If there are changes, please save assessment as a new version and archive previous version.

Further guidance

Unsafe activities by third persons: The presenters and contractors you use should work safely at your event. You will need to confirm that they have public liability insurance (minimum £5 million) and take a copy of their certificate. Where proposed activities of presenter or contractor may create significant risks, they must provide their risk assessment and arrangements for protecting the public, which should be checked by the event organiser. (Where necessary seek advice from the Workplace Wellbeing team).

Provision of Food and Drink: The provision of food and drink is at the organisation’s own risk. Reference should be made to the food hygiene guidance is available from the NHS Food Safety website. Every effort should be taken to ensure any foodstuff or drink is obtained from a reputable supplier and care is taken to ensure appropriate preparation and storage conditions are maintained. Consideration should be given to minimising the risk of potential allergic reactions.

Children and adults at risk: If children or adults at risk may be attending the event, consider features of the site or activities that may put them at extra risk. How will you prevent them going into areas or doing things that are dangerous to them? What supervision arrangements will be in place? How are you going to make them or their parents/teachers aware of risk. There may also be safeguarding considerations. The University is both legally obliged and committed to safeguarding and promoting the welfare of those who are under 18 years of age, or adults at risk, who participate in our activities or services. Any member of staff is in a position or trust, particularly those who teach, guide or interact with students in any way. Any fieldwork involving participants under the age of 18 or those who are considered an adult at risk, must adhere to the University’s Policy on Safeguarding Children and Adults at Risk. The safeguarding webpage includes information on training and support and a link to a useful guidance leaflet.

Further help

Health and safety: email safety@essex.ac.uk , tel: 01206 872944) in good time.

Fire safety: email fire@essex.ac.uk , tel: 01206 874847) in good time.

Electrical safety: The University’s standard on electrical safety must be followed. To arrange Portable Appliance Testing contact or email ems-helpdesk@essex.ac.uk in good time, advising of the date of the event.

Manual handling: For assistance with moving heavy and bulky items email emshelpdesk@essex.ac.uk in good time.

This template is available at: https://www.essex.ac.uk/staff/activities-health-and-safety/event-safety

For multiple events with similar risks a list of events, dates and responsible persons can be appended to the assessment:

large events at the University of Essex are defined as:

•	Specific one-off or scheduled events on campus expected to attract or be attended by more than 250 people.

•	Specific, one off or scheduled events of reputational importance.

Large events are not considered to be activities that take place as part of “business as usual” at the University such as lectures and seminars. The usual, daily security plans will be followed for all of these types of activities.