Event Safety Management
Buildings Office and Safety Office
1. University Event Management Guide .........................................................................................................2
1.1. Events and their Safe Management......................................................................................................2
1.2 Planning and Design ...............................................................................................................................2
1.3 Venues, Room Bookings and Foyers ......................................................................................................3
1.4 Contacts in the Buildings Office for advice / clarification ....................... Error! Bookmark not defined.
1.5
Contacts in the Safety Office for advice / clarification .......................................................................4
1.6
Submitting all Event Requirements to the Buildings Office ...............................................................5
1.7 Facilities Services Supervisors, (Attendants, Stewards and Cleaning) ...................................................5
1.8 Electricians .............................................................................................................................................5
1.9 Security ..................................................................................................................................................5
1.10 Signage .................................................................................................................................................6
1.11 Parking .................................................................................................................................................6
2.
Work Flow ....................................................................................................................................................7
3.
Risk Matrix ...................................................................................................................................................8
4. Risk Assessment ..............................................................................................................................................9
Appendices........................................................................................................................................................ 12
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1. University Event Management Guide
1.1. Events and their Safe Management
Within the University events are organised by various parties including external groups, internal
units, academic staff, student Clubs, Societies, etc. Such events are generally not part of the
University’s teaching/research role, involve a group of people and occur infrequently or on a once
off basis. The Safety, Health and Welfare at Work Act 2005, Section 12, requires that the
University as an organisation must “manage and conduct... (work/activities) in such a way as to
ensure, so far as is reasonably practicable, that...... individuals at the place of work (not being his
or her employees) are not exposed to risks to their safety, health or welfare”. Such events
therefore must be adequately managed to ensure the safety of participants and others. It is the
objective of this guide to provide a safe system for the management of events in view of the
varied and dynamic risks potentially inherent in such events.
This guide is based on a compendium of existing documents and an overview of the process is set
out in Section 2.
1.2 Planning and Design
There are numerous issues to consider when planning events. In terms of logistics and initial risk
assessment there needs to be sufficient time factored into the planning of the event for all
concerned. At a minimum a risk assessment (and associated requirements) needs to be submittted
within:
6 months of event in the case of a high risk event
3 Months of event in the case of a medium risk event
1 Months of even in the case of a low risk event
(see work flow on page 7 for full process).
In the experience of the Buildings Office the majority of work transpires in the planning and design
stages rather than the day itself. It is important that you view the room you intend to book before
investing too much time in other elements of preparation. It is surprising how many events are
planned remotely, with assumptions being made which culminates in a late scramble to patch
requirements together. Please contact the Buildings Office to seek our advice.
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1.3 Venues, Room Bookings and Foyers

To book a room decide on an appropriate space

List of venues provided as link on space management page of website
http://www.nuigalway.ie/buildings/spacemanage.html
Bear in mind that we are very restricted on space during term time due to a busy schedule of regular
academic bookings. Even venues reserved especially for once off bookings have been used significantly more
than they were a year ago.
However, if you are planning your event during term time these venues are the best place to start for once
off bookings (Appendix 7).
When booking the room it is strongly recommended that you:
Visit the venue beforehand to see if it meets your requirements, most of the difficulties we
experience could be avoided if this was done.

Bear in mind that existing classroom furniture will be used for events in a classroom, space simply
isn’t available to remove and store classroom furniture either in the room or elsewhere in the
building.

Allow sufficient time for the stewarding/attendant personnel to deliver all furniture/equipment
required and set up appropriately

All Audio Visual equipment/services should be pre -arranged with CELT, extension 2787. Web
address http://www.nuigalway.ie/celt/audiovisual/facilities.html , email to
audiovisual@nuigalway.ie

Also detail any periphery requirements not associated with the internal aspect of the set up i.e.
external signage etc.

Bear in mind Fire & Safety regulations such as not blocking exits, stairs or toilets and ensuring the
venue does not exceed the advised capacity. For this our Fire Prevention Officer Gerry Murphy can
be consulted on Ext 2188.

Allow sufficient time for take down of set up to avoid creating problems for the next room booking
in that venue.
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The stewarding / attendant team are not contactable directly. Their work is managed and prioritised by the
Buildings Office and it’s imperative that any late additions to a set up be communicated in the form of an
updated Events Checklist directed to events@nuigalway.ie.
Many events have been accommodated in certain foyer spaces at appropriate times but there are additional
considerations for the Buildings Office where these are concerned including noise levels impacting on
surrounding classrooms, theatres, labs and offices and the number of attendees exceeding that which we
would deem to be safe and comfortable.
Catering in foyers during term time is only available after 6pm from Mon- Friday (except the Orbsen Foyer)
but more flexible at weekends and during out of term.
1.4 Contacts in the Buildings Office for advice / clarification
Email queries and Events checklists to events@nuigalway.ie
First point of contact for venue booking: Hilary Murphy, Facilities Management Support, ext.5644.
Buildings Office Facilities Management Team for Events:
Dean Pearce, Head of Facilities Management and Services, ext. 5363
David Gavin, Facilities Manager, ext. 4094
Virginia Connolly, Facilities Services Supervisor (south campus), ext. 5296
Tony Curling, Facilities Services Supervisor (mid campus), ext. 5611
Mark Duffy, Facilities Services Supervisor (north campus), ext. 3122
1.5 Contacts in the Safety Office for advice / clarification
The Event Organiser needs to ensure that they have the necessary abilities to assess and oversee the safety
management of the event they are proposing. Where their event requires specialist input they need to
secure these services as part of the event planning. If you need specific advice on safety aspects within NUI
Galway contact the Safety Office at safety.office@nuigalway.ie or phone Alice Daly at ext.2678. A key
safety arrangement is the need to ensure that you have written procedures for any potential emergencies.
These will need to be pre planned and addressed in your risk assessment and event plan. As examples the
University has established fire procedures and assembly points at your event, will you have fire marshals
and make a public fire safety announcement? For medical/first aid emergencies do you have enough first
aiders arranged or do you require a first aid crew and ambulance?
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1.6 Submitting all Event Requirements to the Buildings Office
Nominate one individual, involved in the organisation of your event to liaise with the Buildings Office. If the
Conference Office are involved it is they who should compile all relevant requirements and act as the liaison
with the Buildings Office
Fill in the Events Checklist with all relevant details and email it to events@nuigalway.ie. Should
requirements alter for any unforeseen circumstances, update and resubmit the checklist.
With large events rough diagrams / layouts displaying the set up would be helpful, albeit not definitive
unless they are to scale and take into consideration all access/egress considerations.
1.7 Facilities Services Supervisors, (Attendants, Stewards and Cleaning)
We have a team of Facilities Services Supervisors who oversee the events from a Buildings Office
perspective from set up to set down. These supervisors are also responsible for the Attendant / Stewarding /
Cleaning services that maybe required.
1.8 Electricians
You may require additional power outlets in places where they are not situated. Our electricians can run
temporary supplies in but will require notice to plan out such possibilities. Requests for this service can be
detailed in the same document as all other event requirements to ensure one definitive overview is
circulated.
Note: in arranging for electrical supplies you need to ensure that trailing flexes are minimised and that any
that remain are adequately secured (gaffer tape, etc) to reduce this trip hazard.
1.9 Security
Security services include opening and closing of buildings, foot and van patrols of the campus, the operation
of CCTV systems, access control systems, traffic control for events and issuing keys.
Security have access to the Buildings Office Watch Report which details all room bookings. They are
responsible for ensuring the appropriate venues are open and are assisted in this regard by our building
attendants.
It is important to note that security will not be in a position to arrange an alternative venue due to an
increased capacity. They follow the Watch Report carefully and this governs their initial approach to events.
They can be contacted on 2198 or 3333 / (091) 493333 for emergencies and are supervised by Gerry Nolan
on 2378.
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1.10 Signage
The Buildings Office have a number of fixed and temporary stands for directional signs. These can placed
strategically to direct guests from the appropriate entrance of the campus to the relevant building where
the event is occurring. However, it is vital that when invites go out guests are instructed to enter campus via
the closest entrance point to that building, this can avoid a lot of confusion and negative feedback. Ideally
these directions should be given at the time of booking and be readily available on the event website. For
example if your conference is in the Áras Moyola building and guests are not familiar with the campus
infrastructure they may instinctively head for the main University road entrance to the campus only to find
they have to exit the campus on Newcastle road and re-enter North campus beside the Cairnes building.
Campus map (http://www.nuigalway.ie/buildings/documents/campus_map_sept2013.pdf)
External signage should be A3 landscape and laminated, internal signage should be A4 landscape or portrait.
We would advise that signs should detail the name, date and location (room number and building name) of
the event. It is vitally important that you use the correct name of the building as visitors to the campus who
are not familiar with abbreviations and unit names will inevitably encounter difficulties, for example
referring to Aras Moyola as the Nursing Building or the Orbsen building as NCBES etc.
All signage must be received in the Buildings Office at least 48 hours in advance of the event.
1.11 Parking
For large conferences taking place out of term a batch of conference permits can be obtained for guests. In
this instance you should contact the Conference and Catering Office and they will liaise with the Buildings
Office to arrange it. There is usually a map provided with the permit showing guests which car park areas
have been reserved for that Conference or event. Alternatively Event Organisers should be realistic and
avoid on campus parking.
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2. Work Flow
The key person in the management of the Events is the Event Organiser. The University endeavours to be
supportive of events that contribute positively to NUI Galway. This requires that they are managed safely
and also to comply with s.12 of the Safety, Health and Welfare at Work Act 2005. Therefore events that are
high risk or where the resources are not available to adequately manage them should be prohibited at the
outset rather than expend limited time and resources assessing options that are not feasible. A risk matrix
has been provided for this purpose. The following work flow shows the full process.
Concept of Event
Risk Matrix completed by Event organiser, 3*
Prohibited by University
Low Risk Event
Medium Risk Event
High Risk Event
(Only proceed if Event
can verify
risks can be
Organiser
how risks
managed)
Within 1 Month of event
Simple Risk Assessment
Completed 1 + 4*
Within 3 Months of event
Within 6 Months of event
Full Risk Assessment
Completed 1 + 4*
Full Risk Assessment.
Completed 1,2 + 4*
Forward to
Safety Office (Health & Safety)
Buildings Office (Insurance)
Event Management Plan 5*
+ Event Checklist 6*
(where required)
Full Event Management Plan 5*
+ Event Checklist 6*
Buildings Office (logistics).4*
*Resources:
1. Health & Safety Executive (UK) Event Safety Guide
2. Dublin City Council Guidelines for Event Organisers
3. Risk Matrix
4. Risk Assessment form
5. Event Management Plan
6. Buildings Office Event Checklist (logistics).
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3. Risk Matrix
3.1 Purpose
This risk matrix has been produced to allow organisers of events to evaluate the overall risk and identify into
which of three risk categories the event will be allocated. It is a preliminary, simple assessment carried out
before the detailed assessment and gives an overview of the level of risk.
3.2 Criteria
The criteria suggested have been selected as indicators of the degree of risk to health and safety of those
who may be affected by the event, including participants, spectators and members of the public.
The criteria involve consideration of the risk of harm, the extent of control and the availability of emergency
response. The criteria are allocated and outlined in table 1.
3.3 Evaluation
Each of the criteria proposed has been allocated a score. The total score of all relevant factors
should be added and compared to the threshold set for high, medium, and low risk events. For multisite or
multi-activity events, organisers should use the likely worst-case scenario for the event as a whole when
considering the scores. Very large events which may involve many activities over many sites or over many
days are best considered as individual events, with the organisers ensuring that appropriate control and coordination is achieved across the entire event.
3.4 Scoring
The total score obtained from table 1 should be compared to the following threshold to determine the
relevant risk category: This will give an idea of the type of action that is going to be needed to run the event
safely.
0 - 20
LOW RISK
21 – 30
MEDIUM RISK
31 +
HIGH RISK
For events posing a HIGH RISK, the guidance included in the Health and Safety Executive’s publication “The
Event Safety Guide” (reference HSG 195) and the Dublin City Council ‘Guidelines for event organizers’ and
where relevant the Code of Practice for Safety at Indoor Concerts (Department of the Environment and
Local Government 1998) should be adhered to.
For events posing a MEDIUM RISK, the the Dublin City Council ‘Guidelines for event organizers’ should be
adhered to. It is strongly recommended that the Health and Safety Executive’s publication “The Event Safety
Guide” (reference HSG 195) and where relevant the Code of Practice for Safety at Indoor Concerts
(Department of the Environment and Local Government 1998) be considered during the planning process.
For events posing a LOW RISK, the the Dublin City Council ‘Guidelines for event organizers’ should be
considered. It is strongly recommended that the Health and Safety Executive’s publication “The Event Safety
Guide” (reference HSG 195) be considered during the planning process.
In all cases a full risk assessment must then be carried out and Appendix 4 completed.
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4. Risk Assessment
The detailed risk assessment looks at all the activities associated with an event that might cause harm and
helps the organisers decide can the risks be adequately controlled and what needs to be done to reduce the
risk to an acceptable level. The steps to the risk assessment are as follows;
1.
2.
3.
4.
5.
6.
7.
Identify the hazards
Set out the potential consequences
Who might be harmed?
Decide on the probability and severity
What controls can you put in place?
What’s the residual risk? What’s the action level?
What additional action will be required
4.1 Identify the hazards
Identify hazards in each location (for set up, operation and take down) that could reasonably be expected to
result in significant harm, e.g.
– Temporary structures, stands, walkways
– Electrical connections, trailing cables
– Food stalls, tea station
– Barriers
– Bouncy castle
– Proximity to water
4.2 Set out the potential consequences
For each hazard state what could go wrong and what the injury could be, e.g.
Electrical connections
Fire
Electrocution
Trips on trailing cables
Death, serious injury
4.3 Who might be harmed?









Organizer’s staff
Venue staff
Visitors
Exhibitors
Contractors
Young/new inexperienced staff
Disabled
Children
New and expectant mothers
4.4 Calculate the risk
Decide on the likelihood of an incident and the severity of the injury resulting from the incident.
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Likelihood
Occurrence
Very likely
Could easily
happen during the
event
Likely
Could happen
Unlikely
Might happen but
the chance is
small
Very unlikely
Very, very small
chance of it
happening
Severity of Harm
category
Health
Slight harm
Moderate harm
Severe harm
Headache, Diarrhoea
Partial hearing loss,
asthma
Acute fatal disease
Safety
Minor cuts and bruises
Lacerations, burns,
minor fractures,
serious sprains
Fatal injuries,
amputations, multiple
injuries, major
fractures
Risk assessment = Likelihood x Severity
Severity of Harm
Likelihood of
Harm
Very Unlikely
Unlikely
Likely
Very Likely
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Slight
Very low
Very low
Low
Medium
Moderate
Very low
Low
Medium
High
Severe
Medium
High
Very high
Very high
4.5 What controls can you put in place?
Will the risk be adequately controlled?
Consider hierarchy of controls

Eliminate

Substitute

Reduce

Isolate

Control

PPE

Discipline
Do the controls;

Meet legal requirements?

Represent best practice?

Reduce risk as far as is reasonably practicable?

Comply with industry standards?
4.6 What’s the residual risk? What’s the action level?
Is the residual risk acceptable?
Action Level
H = High, Immediate action required. State what that is.
M = Medium, Justify and review during event. Could require ongoing supervision during the event.
L = Low, no further action required
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Appendices
1. Health & Safety Executive (UK ) A guide to health, safety and welfare at music and similar events
2. Dublin City Council Guidelines for Event Organisers
3. Risk Matrix
4. Risk Assessment form
5. An Event Management Plan must be completed for Medium or High Risk Event (Link)
6. Buildings Office Event Checklist (Link).
7. List of NUI Galway Venues suited to Events including Foyers
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Appendix 3 – EVENT RISK MATRIX
Factor
Event Nature
Details
Value Score
VIP Visits
1
Classical / Folk / Theatrical
1
Performance
Event Venue
Numbers
Participant accommodation
Participant age and profile
Athletics and Sport
1
Fetes / Fund Raisers
1
Pop / Rock / Dance events
2
Parades and Carnivals
2
Fireworks Display
2
Aviation Sport and Display
3
Motor Sport and Display
3
Marine / Waterway Events
3
Celebrations and Parties
3
Travel to third world countries
4
Indoor
1
Arena / Stadium
2
Outdoor, defined boundaries
3
Outdoor, Widespread / street
4
<500
1
500 – 1,000
2
1,000 – 3,000
3
3,000 – 4,000
4
5,000 – 10,000
5
>10,000 plus
10
All seated
1
Mixed (at least 50% seated)
2
Standing
3
Full mix, in family groups
1
Full mix, not in family groups
2
Predominately adults
3
Predominately children and young
4
persons
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Additional Factors
Distance from major A & E facility
Distance from fire station
Predominately elderly
4
Conflict / Rival factions
5
Adverse weather potential
2
Queuing over one hour
1
Parking on site
1
Livestock
1
Temporary structures
2
Bouncy castles / sideshow
2
Onsite catering
2
Overnight camping
3
Traffic movement in crowd area
3
Helicopter operations
4
Dangerous goods storage and use
4
Funfair rides
4
Alcohol available
5
Under 5 miles
1
5 – 10 miles
2
Over 10 miles
3
Under 3 miles
1
3 -5 miles
2
Over 5 miles
3
Total
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Appendix 4 Event Risk Assessment
Title and description of event
Proposed location of event
Event organizer (Name office No and Mobile No)
Visitor /Participant Profile:

Age range

Alcohol consumption high/moderate/low

Likelihood of some drug use yes/no

% Children

% Disabled/new and expectant mothers

Busiest times

Average attendance
Hazard
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Consequences
Who is at Risk
L
xS
=R
Controls
LxS=R
Action Level
Identify Hazards (see
indicative list in
appendix 1)
Identify hazards in
each location that
could reasonably be
expected to result in
significant harm
What could result from the
hazard?
First aid injury – minor cuts
sprains, bruises
3 day injury – broken fingers,
toes, sprained tendons or
muscles, illness
Serious injury – head injury,
loss of consciousness, broken
bones, dislocations, respiratory
problems. Usually an injury
from which full recovery is
possible.
Death or very serious Injury to
one person - Loss of limb,
paralysis or life changing injury
from which full recovery is
unlikely.
Death or very serious injury to
more than one person
Who might be harmed?
Risk

Organizer’s staff
L = Likelihood

Venue staff
S = Severity

Visitors
R = Risk level

Exhibitors

Contractors

Young/new
inexperienced
staff

Disabled

Children

New and
expectant
mothers
LxS=R
What controls will be in
place?
Is it acceptable?
Will the risk be adequately
controlled?
Action Level
Consider hierarchy of
controls
H = High, Immediate action
required

Eliminate

Substitute
M = Medium, Justify and review
during event.

Reduce
L = Low, no further action required

Isolate

Control

PPE

Discipline

Elderly visitors
Do the controls;

Club/Society
members
Meet legal requirements?

Non members
Represent best practice?
Reduce risk as far as is
reasonably practicable?
Comply with industry
standards?
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What is the Residual Risk?
Hazard
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Consequences
Who is at Risk
P
S
R
Controls
P
S R
Action Level
Appendix 5 – Event Management Plan
Appendix 6 – Buildings Office Event Checklist
Appendix 7 – List of NUI Galway Venues suited to Events and Foyers
Venues

SC200A in the Arts Science block

AM205 in the Arts Millennium Building

Siobhan McKenna theatre in the Arts Millennium Building (which comprises
retractable seating)

Aula Maxima (Upper and Lower) in the Quadrangle

A113 (Alexander Anderson Boardroom) in the Quadrangle

A132 (Monsignor John Hynes Boardroom) in the Quadrangle

Bailey Allen Hall, Áras na Mac Léinn

Bank of Ireland Theatre and University Art Gallery both booked by the Arts Office
Foyer Spaces.

Orbsen Building

Arts Millennium Building (weekends & out of term)

Áras Moyola (weekends & out of term)

IT Building 1st floor (weekends & out of term)

Áras na Mac Léinn to support setups already in the Bailey Allen Hall

Arts Science concourse (weekends and out of term)

Engineering foyer (weekends and out of term)
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