Safety, Health & Environment Section
FM SHE 059
Procedural Guidance for the
Management of Staff or Student
Organised Events Held Off-Campus
July 2015
Version 5.0
Document review due: July 2017
Please Note: This is a controlled document, please ensure you are using the most recent version
available at:
https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Event-Safety-Management.aspx
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Contents
Page
1. Introduction & Definitions
3
2. Scope
3
3. Legislative Requirements
3
4. Responsibilities
4
4.1 Managers
4
4.2 Event Organisers
4
4.3 The Student’s Academic Module/Course Tutors
4
4.4 Persons Assisting in the Event
5
4.5 Event Participants
5
4.6 Third Parties
5
5. Planning
5
5.1 University Conferencing and Events Service
6
6. Risk Assessment
6
7. Communication
7
8. Booking of rooms, foyers and other internal or external space from third parties
7
8.2 Defect, caretaking, room furniture, cleanliness, waste disposal reporting
7
9. Code of Practice to Ensure Freedom of Speech
7
10. Fire Safety
8
11. Events requiring an Premises Licence
8
11.1 Premise Licence Exemptions
8
11.2 Premises Licence Exemptions: The Live Music Act 2012
11.3 Temporary Event Notice (TEN)
9
9
11.4 Permission from the Premises Licence Holder
9
11.5 Special effects, fireworks and pyrotechnics
9
11.6 Music Licences
10
11.7 Selling / Serving / Supply of Alcohol
12. Provision of catering including cake sales and the sale of alcohol
10
13. Public Liability Insurance
10
14. Safeguarding: Children and vulnerable adults
10
14.1 Children attending events
10
15. Persons with disabilities
11
16. Raffles, poker tournaments, lotteries, etc.
11
17. First Aid
11
18. Temporary Structures
12
19. Advertising Events with Posters
12
20. Environmental Sustainability Considerations
12
21. References/ Useful Contacts
13
Appendix 1. Off-Campus Event: Example Risk Assessment Template
15
Appendix 2. Off-Campus Event: Venue H&S Checklist
20
Appendix 3. Charity Cake Sales
21
Appendix 4. Staff/ Volunteer Code of Behaviour: Children, Young People and Vulnerable Adults
23
Appendix 5. Guidance on running Raffles, Poker Tournaments, Lotteries, etc., as part of an event 25
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Procedural Guidance for the Management of Staff or Student Organised Events Held
Off-Campus
1. Introduction
There has been a considerable increase in the number of staff and student organised events
occurring on third party premises over the last few years. Many are organised and run by staff as
part of their normal duties, but a significant number are now organised by students as part of their
course of study e.g. dance and music performance, drama and theatre, productions, fund raising
activities, etc., some will also involve the use of ‘third parties’, as organisers, exhibitors,
performers, etc.
High standards of health and safety in such events are paramount and should override all other
considerations, including academic.
Events require thorough planning, care and common sense. Failure to effectively manage events
particularly those open to the public may not only expose the University to enforcement action by
regulatory bodies and civil claims for compensation in the event of injury or loss, but could also
have significant reputational repercussions.
2. Scope
The following document sets out University procedural guidance for the management of staff or
student organised events held off of the main Preston Campus. It will assist you in complying with
relevant UCLan procedures, the law and offers practical advice to help ensure your own and your
attendee’s health, safety and welfare.
This guidance is intended to cover events such as exhibitions, speakers, awards ceremonies,
music, dance, theatre or stage performances, charity concert, variety show or ball, race nights,
fashion shows, cake sales, raffles, beauty product demonstrations, themed nights, talent nights,
comedy shows, etc., which are open to staff, students and members of the public whether free of
charge, for charity or for commercial gain.
Note: The procedure does not apply to events run by or through the University’s Conferencing &
Events Service.
3. Legislative Requirements
The University has a statutory duty of care to protect, so far as is reasonably practicable, the
health, safety and welfare of its staff, students and visitors whilst planning, setting up and
participating in UCLan organised events.
Under the requirements of Regulation 3 of The Management of Health & Safety at Work
Regulations 1999, all events and associated activities must be covered by a suitable and sufficient
risk assessment with appropriate control measures adopted. Failure to risk assess is a criminal
offence.
The Licensing Act 2003 requires that specified event activities and forms of entertainment be
covered by an appropriate Premises Licence. To knowingly allow, or attempt to carry on with, an
unauthorised licensable activity carries a maximum sentence of 6 months imprisonment and/or a
£20,000 fine.
The provision of food and catering is strictly regulated under a number of pieces of food hygiene
legislation. Those providing food must have in place a documented Food Safety Management
system. Breaching food hygiene legislation can lead to imprisonment, fines and a ban from running
a food business.
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When music is played in public the owner of the copyright is entitled, by law, to payment from the
music user. A Music Licence is required for the live performance or public playing of copyright
music by any means. This includes jukeboxes, CDs, video, radio, TV or live bands and discos.
4. Responsibilities
4.1 Managers:
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Must ensure the event complies with this procedure and the requirements of the
University’s Code of Practice to Ensure Freedom of Speech (see Section 9);
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Must ensure that all events and their associated activities are risk assessed in advance of
the event commencing and approved by them or their appointed nominee (see Section 6);

For events organised by staff Line Managers must appoint a named competent person who
will act as the Event Organiser and be responsible for the overall management and safety
of the event;
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For events organised by UCLan students as part of their course of study, managers must
ensure the student’s academic module/course tutor clearly understands that they have
overall responsibility for the event;
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Must ensure Event Organisers are complying with all relevant UCLan event management
procedures, processes and the requirements of the venue being used.
4.2 Event Organisers are responsible for the following:
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Ensuring a risk assessment is completed for the event and submitted to their Line Manager
or tutor to be approved or reviewed by them or their appointed nominee;
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Ensuring they are familiar and comply with all relevant University event management
procedures and processes, including the Code of Practice to Ensure Freedom of Speech
(see Section 9);
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Ensuring they check whether their proposed event requires to be covered by a Premises
Licence (see Section 11.) and if so, they liaise with the Licence Holder and comply with all
requirements of the Premises Licence;
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If catering is to be provided, the proposed caterers meet legislative and University
requirements (see Section12.);
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Liaising with all relevant persons, obtaining permissions where necessary and making
bookings as required;
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Providing safety information to third parties and event participants where necessary;
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Communicating to those persons assisting in the event the significant findings of the risk
assessment and necessary control measures;
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When using third parties, contactors, performers, etc., ensuring they obtain and vet the
necessary risk assessments and proof of Public Liability Insurance;

Ensuring the premise/external area is left clean and tidy when the event has finished;

Reporting any accidents or incidents that occur during the event.
4.3 The Student’s Academic Module/Course Tutors (for events organised by students):

Have overall responsibility for student led events;

Ensuring that the students organising the event are competent to do so;

Overseeing the booking of off campus venues for student led events;
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Ensuring that each student led event has an appointed Event Organiser/s;

Ensuring that students follow all relevant University procedures, including the Code of
Practice to Ensure Freedom of Speech (see Section 9), the requirements of the venue they
are using and have consulted where necessary with relevant persons;

Ensuring that all student organised events and their associated activities are risk assessed
in advance of the event commencing, reviewed by them and approved by their manager or
the manager’s appointed nominee.
4.4 Persons Assisting in the Event

Take note of the significant findings of the risk assessment and follow all necessary control
measures identified;

Report immediately any unsafe working practices or conditions that they observe before,
during or after the event;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech (see Section 9).
4.5 Event Participants (where relevant)

Follow the requirements of all safety information given;

Use all safety equipment provided for use;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech (see Section 9).
4.6 Third Parties

Providing Event Organisers with a risk assessment/s for the activities they are undertaking
as part of the event which will be vetted and if found not to be suitable the event will be
prevented from taking place;

Providing the Event Organiser with a copy of their Public Liability Insurance;

Liaise with the Event Organiser and other persons as necessary;

Follow all relevant University procedures, including the Code of Practice to Ensure
Freedom of Speech (see Section 9).
5. Planning
Effective planning is essential to ensure your event runs smoothly and successfully. Safety, health
and environmental issues you may want to consider;
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Who can help you and who is going to do what?
Does the venue have disabled access?
If venue electrical equipment is being used is it PAT certificated?
If you are collecting money on the day how will you keep it safe?
Will the event require stewarding, will the venue provide it?
Are there any fire safety issues?
Are there any environmental impacts?
Have you considered the consequences of extreme weather conditions at an outside
event?
Will the event be aimed at, or are children likely to attend?
If you are running a cake sale do you understand the rules in place?
Other issues for consideration:
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Is there a suitable date available, does it clash with other events?
Is there a suitable venue free on the right date, of the right size, do you need things like
additional chairs and tables?
If you have to sign any agreement with a venue or Premises Licence Holder, do you know
what you are signing? What liability does it bring on yourself and/or UCLan?
Will any catering be provided have you checked the providers Food Hygiene Rating?
What equipment do you need, is it in the venue, do you know how to use it?
How much are you aiming to raise, are the costs low and the potential income high?
Do you know who you are trying to attract to the event?
How will you advertise the event?
Will the event be open to the public, will it fall under a Premises Licence, and have you
discussed this with the venues Premises Licence Holder?
Do you understand the rules and regulations of the venue you are using?
If you are running a raffle during an event do you understand the rules in place?
Have you considered the implications if you have to cancel the event?
Will the event comply with all relevant University event management procedures and
processes, including the Code of Practice to Ensure Freedom of Speech?
It is also essential that you plan health and safety management into your event from its inception.
You must consider the likely risks associated with the events activities, the proposed venue and
incorporate measures to completely avoid or mitigate those risks as part of a written risk
assessment (see Section 6).
5.1 University Conferencing and Events Service
The University has a dedicated highly experienced Conferencing and Events Service who provide
a custom service for organisers of group events, meetings and conferences, no matter what the
size, both internally and externally at UCLan. The Team can be contacted on: Tel (01772 89) 4500,
Email: COffice@uclan.ac.uk
6. Risk Assessment
Under the requirements of Regulation 3 of The Management of Health & Safety at Work
Regulations 1999, all events and associated activities must be covered by a suitable and sufficient
risk assessment with appropriate control measures adopted.
To aid the process an event risk assessment template has been developed covering generic
issues such as fire safety, slip/trip/falls, equipment, etc. (Appendix 1.). You are required to try and
identify additional significant hazards related to your event, these may be related to your choice of
venue, or the activities being undertaken as part of your event. You must then look at the existing
controls in place for the hazards you have identified and decide if additional control measures are
required to ensure the hazards do not harm anyone. Finally you must decide what level of risk
these hazards now pose after controls have been put in place.
Please note that not all of the hazards or controls listed on the template risk assessment will be
relevant to your event or be in place at the venue you have chosen. Those that are not should be
deleted as appropriate.
Completed risk assessments should be signed off by the relevant Dean of School / Head of
Service or their nominee, before the event takes place. Please note that a number of persons you
will need to liaise with when organising your event will require to view your risk assessment before
relevant permissions are given.
The venue you are using should have in place an example or generic risk assessment for use of
that space, if you obtain a copy of this it will help you complete your own risk assessment for your
specific event to be held there.
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If you are using a third party as part of the event e.g. as a contractor, performer, exhibitor, filming,
etc, then a copy of their risk assessment for that activity must be obtained, reviewed and kept on
record.
If assistance is required with risk assessments, general safety, health or environmental advice
related to events please contact the SHE Section on (01772 89) 2067 or contact your relevant
Safety, Health & Environment Adviser.
7. Communication
Effective communication between all interested parties will be essential to ensure your event runs
smoothly, successfully and it is not hampered by delays or cancellations. It will:

Allow all interested parties to know exactly what your event entails and assist the process
of permissions, provision of advice, etc., to occur swiftly and without ambiguity;

Help install ownership of your safety systems;

Ensure everyone knows what the risks are and the safety controls are in place to protect
them, colleagues, public, etc.;
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Help everybody spot when things are not going as planned;

Help provide third parties with sufficient information for them to make a reasonably
informed decision in regard to their health, safety & welfare.
8. Booking of Venues from Third Parties
You should liaise closely with your chosen venue with regard to the booking process, any
associated terms and conditions, deposits, cancelation fees, etc.
If you have to sign any agreement with a venue or Premises Licence Holder you must under
University Financial Regulation 716 refer the contract to the Head of Purchasing who will assess
whether the terms and conditions are acceptable before accepting them on behalf of the University
Group.

Staff running events off campus must contact directly the Head of Purchasing - Email:
Leanne Horton (LHorton2@uclan.ac.uk) Tel: (01772 89) 2220.

Students must obtain a copy of the booking contract and forward to their module tutor who
will forward it to the Head of Purchasing for assessment.
8.1 Venue Defect Reporting
If you find any general faults or defects in the venue you have booked, particularly if they have
health and safety implications, you should report them to your venue contact as soon as possible.
If they are not rectified you should actively consider changing venues or postponing your event.
For further advice contact the SHE Section on (01772 89) 2067 or contact your relevant Safety,
Health & Environment Adviser.
9. Code of Practice to Ensure Freedom of Speech
UCLan’s Code of Practice to Ensure Freedom of Speech is a supporting procedure of the
University’s Governance Structure and Committees. The Code is set within the framework of UK
and European law and Guidance, including the Equality Act 2006 and the Human Rights Act 1998.
It aims to assist the University in promoting good relations.
It sets out the procedures to be followed by students and staff in connection with the organisation
of meetings and other activities which fall within any class specified in this Code, together with the
conduct required of staff and students in connection with such meetings and activities.
All students and staff of the University must familiarise themselves with this Code of Practice to
ensure Freedom of Speech and ensure any event they organise complies with the code.
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10. Fire Safety
It is essential that all events, no matter how small, adhere to high standards of fire safety
management, this includes but is not limited to:
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Maintaining fire escape routes, access to fire extinguishers and making sure fire exits are
not obstructed or blocked;
The use of naked flames (e.g. candles, etc.), smoke machines, etc., must be discussed
with the venue contact;
The disabling or interfering with fire detection or fire safety equipment is prohibited;
Complying with venue capacity numbers;
Consulting with the SHE Section on the erection of any marquees or other temporary
structures;
Ensuring any sets, backdrops, etc., are made of flame retardant materials or have been
treated to be so.
11. Events Requiring a Premises Licence
Generally events that are open to the public (whether the public are charged or not) and where
you intend to do any of the following are likely to require a Premises Licence, even if they are a
one- off charity event:
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Sell or supply alcohol;
Provide ‘regulated entertainment’;
Perform a play;
Show a film;
Have an indoor sporting event, including boxing or wrestling entertainment;
Perform live music or playing of recorded music;
Perform dance;
Provide facilities for dancing or making music;
Supply hot food or drink between 11.00pm and 5.00am.
‘Regulated entertainment’ is in general any making or playing of music, theatre, dance, cinema,
sporting event or similar provided for the benefit of the public or club members or for profit.
11.1 Premises Licence Exemptions
Certain types of entertainment are specifically exempt from being licensable activities. These
include:
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Product demonstrations, advertisements or educational / instructional films;
Any films in exhibits at a museum or gallery;
Incidental music (e.g. background music, jukeboxes etc.);
Any televisions that are broadcasting a television signal (although televisions used to play
pre-recorded films or DVD’s would be regulated entertainment);
 Any religious services;
 Most garden fetes, functions and events;
 Morris Dancing and similar activities;
 Floats and moving vehicles at carnivals.
If the general public are not invited and a charge is made to a private audience (like family and
friends) just to cover costs – and not to make a profit - then this will not be considered provision
of regulated entertainment and a licence will not be required. Similarly, if anyone invited to a
private performance was not charged for attending the event but was free to make a voluntary
donation to a charity at their own choice, no licence will be necessary.
11.2 Premises Licence Exemptions ‘The Live Music Act 2012’
You no longer need a special licence to stage a live music performance if:
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it takes place between 8am and 11pm
it takes place at a licensed premises or workplace
the audience is less than 200 people
Examples of live music performances that generally do not need a licence under the Act are:
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karaoke
busking
spontaneous singing – e.g. people singing along to recorded music in a pub
incidental music - live music that is incidental to other activities that aren’t classed as
regulated entertainment
rehearsals and sound checks (unless members of the public are charged admittance for the
purpose of making profit)
DJ playing tracks (unless he or she performs a set which consists mixing recorded music to
create new sounds)
Schools, colleges, village and church halls are all classified as workplaces, though the workplace
exemption doesn’t apply if they have a licence to sell alcohol. But you can check with the venue if
their licence allows for your performance.
Note: Noise regulations still apply to live music. Environmental health officers from the local
council can still intervene if there are complaints about noise.
https://www.gov.uk/entertainment-licensing-changes-under-the-live-music-act
11.3 Temporary Event Notice (TEN)
Proposed events to be held off campus that require a Premises Licence but where an existing
Licence is not in place, can be accommodated through by a Temporary Event Notice issued by
Preston City Council’s Licensing Department. For further advice on the process required please
contact Jackie Cunningham, Hospitality & Marketing Manager, Ext: 2089, Email
JCunningham2@uclan.ac.uk.
11.4 Permission from a Premises Licence Holder
Persons wanting to run a licensable event must notify and seek permission from the Licence
Holder at the intended premise to be used. This is essential to ensure the event meets license
requirements and specific stipulations such as capacity numbers, opening hours, etc.
11.5 Special Effects, Fireworks and Pyrotechnics
Such activities may require the express permission of Preston City Council’ Environmental Health
Department whether the event is classified as requiring a Premises License or not.
11.6 Music Licences
If your event features live music, featured recorded music (discotheques & karaoke), formal
dances, annual balls, aerobic, keep fit classes, background music, etc you may need a Music
Licence in addition to a Premise Licence or TEN to play copyrighted music in public. For further
information please see the PRS for Music website. Additional advice on Music Licences can be
obtained from Jackie Cunningham, Hospitality & Marketing Manager, Ext: 2089, Email
JCunningham2@uclan.ac.uk.
11.7 Selling / Serving / Supply of Alcohol
If you intend to sell or supply alcohol even if you are giving it away free at an event this must be
covered under a Premises Licence or a Temporary Event Notice and all stated requirements of the
license must be strictly adhered to. Without a license you must also not sell tickets that can then
be exchanged for an alcoholic drink, or to ask for a donation in return for alcohol.
In such instances you must liaise with you venue contact to ascertain if a license to sell/supply
alcohol is in place.
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12. Provision of catering including cake sales
Under food hygiene regulations and the University’s food safety management systems you are not
permitted to provide catering prepared by yourself for an event, unless it is to be provided by
University Catering Services or by an external caterers.
The only exception is for basic charity cake sales but you will be required to follow the University
specific guidance on cake sales (see Appendix 3.).
If you are proposing to use an external caterer to provide food as part of your event, you will be
required to check their scoring on the national Food Hygiene Rating Scheme (a minimum of 4* is
required), you should also seek evidence of their food hygiene qualifications and their premise
registration with the relevant local authority’s Environmental Health Department.
For further guidance contact Jackie Cunningham, Hospitality & Marketing Manager, Ext: 2089,
Email JCunningham2@uclan.ac.uk.
13. Public Liability Insurance
All events will require Public Liability Insurance. The University holds standard Public Liability
Insurance that covers work related events off campus organised by UCLan staff and UCLan
students if the event is a direct part of their course of study.
All UCLan insurance related enquires should be directed to the University’s Insurance Helpdesk
email: IHelpdesk@uclan.ac.uk
Where a third party is taking part in a UCLan organised event e.g. as a contractor, performer,
exhibitor, filming, etc., then a copy of their Public Liability Insurance must be obtained and kept on
record.
Please note: The University’s Fleet Driver Insurance Policy does not cover University or hired
vehicles taking part in carnival type activities, please contact the University’s Insurance Helpdesk
email: IHelpdesk@uclan.ac.uk for further advice on insurance implications.
14. Safeguarding Children or Vulnerable Adults
The University has an enhanced duty of care to safeguard all children, young persons and
vulnerable adults involved in organised events from harm. If children or vulnerable adults are, or
are likely to attend the event then this must be actively addressed during the planning and risk
assessment process.
14.1 Children Attending Events
Consider provision for children even if the event is not necessarily aimed at them as they may
attend with adults. You should ensure that publicity materials indicate whether or not your event is
suitable for children and if they are required to be accompanied by an adult, or if children under a
certain age are not allowed entry.
Event organisers and persons assisting in the event should not assume the role of the parent but
do have a responsibility for the care, control and safety of the children attending the event. The
ultimate responsibility for the child rests with the parent or carer.
Issues that will need to be considered:
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The setting of clear and unambiguous guidelines for the supervision of children during the
event;
Ensuring if children are to actively participate in activities that they are not beyond their
physical or mental capacities to do so and you have informed parents on what is to happen
and if they are not present, that you have gained parental consent;
Ensuring all UCLan staff, students, etc., follow the Staff/ Volunteer Code of Behaviour:
Children, Young People and Vulnerable Adults (appendix 4.)
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Ensuring if alcohol is served at the event it is not served to under 18’s;
Ensuring you have a lost child procedure in place.
Further advice on child safeguarding is available from:
15. Persons with Disabilities;
The requirements of the Single Equality Act place a duty on event organisers, to anticipate the
needs of disabled people to ensure that they are treated equally to everyone else and that they will
have access to services, facilities etc., on an equal basis.
Therefore wherever possible you should try to consider the possible ‘reasonable adjustments’ that
may need to be made for individuals attending your event. For example, for those with mobility
problems and sensory impairment, such issues may include:
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Access;
Ramps;
Viewing areas;
Public information and address systems;
Facilities;
Support;
Evacuation procedures;
Publicity;
Medical, ambulance and first-aid management.
Detailed guidance on the management implications of the Act is available from the Equality &
Human Rights Commission.
16. Raffles, Poker Tournaments, Lotteries, etc.
If you are intending to run any of these activities as part of your event you will be required to
comply with the requirements of the Gambling Act 2005 and the University’s specific guidance.
Interim guidance can be found in Appendix 5.
17. Street or ‘House-to-House’ Collections
If you intend to collect money for charity outside you must ensure you are either on University land,
you have obtained a Street Collection Permit or a House-to-House Collection License. You could
be fined £200 if you collect money for charity without a licence.
Further information on Street Collection Permits can be found for Preston at:
http://www.preston.gov.uk/businesses/licensing/miscellaneous-licences/street-collection-licence/
and for House-to-House Collections at:
https://www.gov.uk/apply-for-a-licence/house-to-house-collection-licence/preston/apply-1
Please note: there are strict requirements that you must follow for street / house collections
including notification and publicising amounts raised.
18. First Aid Provision
Depending upon the size and nature of the event direct access to first aiders may be required. If
you will not have any University First Aid Officers present at your event you should check with the
venue so see if they have first aiders that could cover your event.
For further advice on first aid please contact the SHE Section on (01772 89) 2067 or contact your
relevant Safety, Health & Environment Adviser.
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19. Temporary Structures (e.g. marquees, gazebos, inflatable structures, etc.)
It is essential that all temporary structures used by staff, students or the public are, so far as
reasonably practicable, safe particularly in the event of fire or adverse weather conditions. Such
structures must be erected by a competent person and certificated evidence of such provided.
All marquees, flexible membrane and all items used within them, such as furniture curtains,
displays, etc., must be fire retardant and comply with BS. 476:7 and BS. 7157. The marquee
supplier should be asked for a certificate or letter stating that they are treated.
Occupancy numbers given by the supplier must be strictly adhered to at all times and fire exits
must be kept clear and unobstructed. If the structure is to be used in the hours of darkness
adequate lighting should be provided inside the tent and outside on the main escape routes
How the marquee is to be anchored must be considered at the initial planning stage, the use of
water butts will require the identification of suitable points to fill them and if marquees are to be
staked identification of underground services will be required.
If more than one marquee is being proposed, a minimum of 6 metres between them should be
provided in order to prevent the spread of fire.
For further safety advice on temporary structures please contact the SHE Section on (01772 89)
2067 or contact your relevant Safety, Health & Environment Adviser.
20. Advertising Events with Posters
If you intend to advertise within the University any event using posters you must ensure they are
only placed on designated notice boards in accordance with the University Notice Board Policy.
Posters placed in stairwells, fire escape routes, on fire doors etc., are not permitted and will be
removed and discarded.
21. Environmental Sustainability Considerations
Environmental Sustainability is about making decisions which respect the environmental limits of
the planet to sustain a healthy environment now and for future generations. The University has
committed to implementing an Environmental Sustainability Policy to ensure that environmental
sustainability is embedded into everyday practice here at the University. The success of the policy
relies on the participation of everyone.
Decisions at the planning stage of an event will have an influence on the environmental impact of
an event in terms of volume of waste created and recycling rates, water and resource use as well
as emissions associated with travel. Whilst this is not a comprehensive list the following
considerations will help ensure that your event is as sustainable as possible. Further information
can be found here.
Safety, Health & Environment Section
July 2015
Page 12 of 26
22. References/ Useful Contacts
British Red Cross - Organise an event http://www.redcross.org.uk/TLC.asp?id=79222
Department for Media Culture & Sport: Entertainment licensing: changes under the Live Music Act:
https://www.gov.uk/entertainment-licensing-changes-under-the-live-music-act
Food Standards Agency - http://www.food.gov.uk/safereating/
HSE. (1998). Electrical safety for entertainers (http://www.hse.gov.uk/pubns/indg247.pdf)
HSE. (2008). Sound advice: Control of noise at work in music and entertainment
(http://www.hse.gov.uk/pubns/books/hsg260.htm)
HSE. Running an event safely - http://www.hse.gov.uk/event-safety/running.htm
Home Office. (2006). The Good Practice Safety Guide: For small events and sporting events on
the highway, on roads and in public places.
http://www.devon.gov.uk/homeoffice-goodpracticesafetyguide.pdf
MUTA. (2009). Safe Use and Operation of Marquees and Temporary Structures
(http://www.covermarque.com/downloads/MUTA%20Codes%20of%20Pratice.pdf)
Institute of Fundraising: Information About Fundraising
http://www.institute-of-fundraising.org.uk/home/
Preston City Council. Licensing Policy 2008-2011
Preston City Council. Food Safety Website:
http://www.preston.gov.uk/yourservices/environmental-health/food-safety/
Preston City Council’s licensing department for further information and advice on licenses. Email
licensing@preston.gov.uk Phone 01772 906491
Preston City Council Planning an event in Preston http://www.preston.gov.uk/yourservices/events/planning-an-event-in-preston/
Safe Concerts - http://www.safeconcerts.com/crowdsafety/
UCLan Safety Health & Environment Section http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php
The Events Industry Forum - http://www.eventsindustryforum.co.uk/
National Outdoor Events Association - http://www.noea.org.uk/
The Event Services Association - http://www.tesa.org.uk/go/
The Association of Independent Festivals - http://aiforg.com/
The United Kingdom Crowd Management Association - http://www.ukcma.com/
Local Authority Event Organisers Group - http://www.laeog.org/
Cabinet Office - Guidance Organising a voluntary event: a 'Can do' guide
Page 13 of 26
Appendices
Page 14 of 26
OFF-CAMPUS STAFF/STUDENT EVENTS
TEMPLATE ONLY – PLEASE EDIT FOR EACH SPECIFIC EVENT
Risk Assessment For
Service / School / Section, Insert your School, the
name and code of your module and your module
tutors name.
Assessment Undertaken By
Name: Names of those undertaking
the risk assessment
Assessment Reviewed
Name:
Location of Activity: Details of where your event is
to be held.
Date: date you complete risk
assessment
Date:
Activity: Insert a full description of what the event
entails and where and when it is to be held.
Signed by Dean of School / Head of
Service or their nominee:
REF:
Date:
Leave this section blank
Note: Not all of the hazards or controls listed below will be relevant to your event – please delete as appropriate or it will be assumed you are
undertaking these activities, you are abiding by the control measures and therefore your assessment will be reviewed on this basis.
List significant hazards here:
Fire
 Flammable materials
 Arson
 Electrical fault
List groups
of people
who are at
risk from the
hazards
identified
List existing controls, or refer to safety
procedures etc.
Premises fire safety procedure,
For risks, which are not
adequately controlled, list the
action needed.
Example controls listed below
should be moved into ‘Existing
Controls’ section if they are
relevant to your event / venue
Venue assessed using Venue
Checklist
Housekeeping announcement
beginning of event;
Pre-start
Page 15 of 26
checks
of
fire
at
escape
Insert level of
risk for each
hazard identified.
after controls
have been
implemented
high, med or low
routes, exit doors etc.
Use of smoke machines or anything
else that produces smoke or naked
flames must be discussed with the
venue contact.
Sets / backdrops etc., must be made
of, or treated to be flame retardant.
Stewarding of guests;
Member of School staff attending
event.
Electricity
 Electric shock
 Burns
Manual Handling:
Loading/unloading vehicles,
moving/using equipment
 Injury due to poor lifting
techniques.
General Public Safety
Injury due to overcrowding,
lack of information provision,
stewarding, security, etc.
 All University provided equipment tested and
maintained, any faults to relevant technical
staff.
 General check of any equipment provided by
the premises owner for event use.
 All hired equipment must have appropriate PAT
certification.
 Users of equipment must be competent to do
so;
 Member of School staff attending event.
 Information provision;
 Maintain good posture when lifting or
lowering equipment;
 Avoid twisting or bending to reduce the
chance of back injury;
 Wear protective gloves to reduce the risk of
damage to hands;
 Do not single-handedly attempt to lift
anything that is “too heavy”;
 Be aware of awkward shaped loads and
unevenly balanced loads.
Health & Safety Procedural Guidance for the
Management of Staff or Student Organised
Events Held off Campus
 Venue assessed using Venue Checklist
 Suitability of venue to be evaluated prior to
Page 16 of 26
Manual handling training
Stewarding of members of the public.
First aid provided






Slip / Trip / Falls
 Poor lighting
 Trailing cables
 Discarded litter
 Obstructions in walkways
 Poor housekeeping
Working at height (e.g. on
ladders / step ladders)
Injury due to fall from height,
falling objects, etc.
Food Safety - provision of
food prepared / cooked by
students
 Food poisoning
Food Safety - provision by
third party caterers
 Food poisoning


selection, taking into account numbers to be
accommodated and the adequacy of fire
safety arrangements.
Events open to the public will be notified to
the Premises License holder;
Permission for events held outside must be
sought from land owner.
Room capacities to be adhered to.
Those running, stewarding the event, etc., to
be briefed in their role in an emergency.
Housekeeping announcement to audience at
beginning of event;
Venue and UCLan accident reporting
procedures.
Walkways to be kept clear.
Step stool and ladder risk assessments and
Working at Height Procedures.
 Students are not permitted under food safety
regulations to provide food cooked or
prepared by themselves as part of an event.
Health & Safety Procedural Guidance for the
Management of Staff or Student Organised
Events Held off Campus
 Caterers must have a minimum 4 star Food
Hygiene Scheme rating.
 Copies of risk assessment, food hygiene
certification and food registration must be
obtained.
 Member of School staff attending event.
Page 17 of 26
General ‘good housekeeping’
procedures;
Cables to be taped down/covered.
Member of School staff attending
event
A specific working at height risk
assessment maybe required seek
advice from the SHE Section.
Food Safety – charity cake
sales
 Food poisoning
Third parties (Organisations,
businesses, etc., involved in
you event or owners of the
premises you are using)
 Students must follow the specific UCLan
guidance for cake sales at all times.
Safeguarding Issues (only
relevant if you are working with
children or vulnerable adults)
 Staff/ Volunteer Code of Behaviour: Children,
Young People and Vulnerable Adults
 Supervision by parents / school teachers
 DBS checks where appropriate;
 Staff/students should not work on a 1-2-1 basis
unless specifically assessed.
 Parental consent will be required especially if
filming / photography is taking place.
 University Interim Guidance on Running
Raffles, Poker Tournaments, Lotteries, etc., as
part of an Event to be followed at all times.
 Third parties to provide a risk assessment for
their activity/premise and evidence of public
liability insurance.
 Risk of abuse or false
allegations
Running Raffles, Poker
Tournaments, Lotteries, etc.
Failure to comply with Gaming
Act
Personal medication needs
 Pre-existing medical
conditions worsened by a
particular activity
Violence/Aggression
Unwanted visitors
 Verbal/physical assault
 Loss/damage of equipment
Waste
UCLan /
Premises
owners
 Persons advised to ensure personal needs are
met and to inform staff where appropriate.
Cleaning /
Building Staff
SHE Section can advise on suitability
of provided risk assessments.
Member of School staff attending
event
Member of School staff attending
event
Specific risk assessment as required
for persons with pre-existing medical
conditions which may be worsened
by the activity or egress to the
building in the event of a fire alarm
activation.
Premises stewards, door persons
etc.
 Waste materials must be removed and the
room left in the state and design layout you
found it.
Specific risks related to the
event premises
You should try and identify
additional significant hazards
You must then identify additional control
measures to ensure the hazards do not harm
Page 18 of 26
You must now identify any additional
control measures required to ensure
related to your chosen venue.
anyone.
the hazards you have identified do
not harm anyone
Member of School staff attending
event
Premises assessed using Venue
Checklist
Specific risks related to your
event activities
You should try and identify
additional significant hazards
related to the activities being
undertaken during the event.
You must then identify additional control
measures to ensure the hazards do not harm
anyone.
You must now identify any additional
control measures required to ensure
the hazards you have identified do
not harm anyone
Member of School staff attending
event
Advice on completing risk assessments can be obtained from the University’s Safety, Health & Environment Adviser covering your
School/Service
Page 19 of 26
APPENDIX 2.
OFF-CAMPUS EVENT
HEALTH & SAFETY VENUE ASSESSMENT CHECKLIST
VENUE DETAILS
Venue:
Venue Contact:
Tel No:
Name of Assessor:
Person Responsible for Venue Health and Safety:
Signature:
Title:
Date:
GENERAL
Yes
No
Comments
Exits clear and accessible?
Is there adequate disabled access?
Are stairwells lit?
Does portable type electrical equipment in the venue
have a test sticker?
Separate Male and Female Toilets?
Hand Washing Facilities?
Disabled Toilet/s?
Are floors free from defects?
Are footpaths in good condition and free from slip/trip
hazards?
Are any ‘Out of Bounds’ areas clearly marked?
FIRE
Is there a Fire Alarm?
Are there Fire Extinguishers?
Are all Fire Exits clearly marked?
Are Assembly Points identified?
Does the venue have a Fire Risk Assessment ?
FIRST AID
Is there a First Aider on site?
Name:
If not how will First Aid be administered in the event of
accident?
Is a First Aid Kit provided in the venue?
DOCUMENTATION
Has a general Risk Assessment been carried out on the
venue?
Does the venue have Public Liability Insurance?
Has it been made clear who to call in an emergency?
Does the venue have a Premise License for Regulated
Entertainment?
Does the venue have a Music License?
Are there any further risks or hazards that you are aware of?
Please detail:
Page 20 of 26
Policy No:
Expiry Date:
Appendix 3.
Interim Guidance on Charity Cake Sales
1. Guidance for selling Cakes for Charity
Cake stalls are always popular. This guidance can be applied to the safe supply of a
wide range of cakes, biscuits and sweets, whether shop bought or homemade. Shop
bought cakes and mince pies should be entirely safe if purchased from a reputable
supplier, but you must ensure that the cakes are within their sell by date and any
storage advice given on the packaging is strictly adhered to.
Home-made cakes should also be safe, as long as the people who make them observe
good food hygiene, and the cakes are stored and transported safely. Anyone making
cakes to sell should adhere to the following:
Making Cakes to Sell











Buy ingredients from a reputable supplier, preferably just before you need them, and
make sure that they are well within their “use by” and “best before” dates. Refrigerate
if required.
Keep it simple – mistakes are more likely when you are trying to do too much.
Always wash hands before preparing food and whilst preparing food as needed e.g.
after visiting the toilet, handling raw eggs etc.
Long hair to be tied back and all jewellery removed, all cuts to be covered with blue
plasters;
Make sure that surfaces, bowls, utensils, etc. are clean and disinfected before use.
Protect the ingredients and the finished cakes from contamination from other foods,
particularly foods that could contain nuts (if making things with nuts, it is a good idea
to make these last so that other foods are less likely to be contaminated).
Don't use raw eggs in anything that won't be thoroughly cooked, such as icing or
mousse.
Keep cheesecakes and any cakes or desserts containing cream or butter icing in the
fridge until needed, and make sure they are stored for a few days at most before
being eaten.
Store cakes in a clean, sealable container, away from raw foods, especially raw
meat.
It’s a good idea to label the cakes with the name of the person who made them, the
date they were made and a list of ingredients. This is particularly important for cakes
and other products containing nuts.
Please Note: Preston City Council Environmental Health has advised that ‘dry
cakes’ only should be provided (e.g. no fresh cream or custard fillings) if you
do not have access to refrigeration while the sale is taking place.
Selling your cakes
On the day, people bringing in or serving the cakes (whether shop bought or
homemade) should follow these tips:

People selling the cakes should be well and not suffering from diarrhoea, vomiting,
coughs and colds. They should also maintain a good standard of personal hygiene.

Transport cakes in clean, sealable containers, and keep unwrapped cakes covered particularly when being sold or served outdoors.
Make sure that cheesecakes and any cakes or desserts containing cream or butter
icing are out of the fridge for the shortest time possible while the sale is going on –
such cakes should not be sold if refrigeration is not available during the sale.

Page 21 of 26


Avoid handling cakes – sell individually wrapped cakes, or use tongs or a cake slice
to serve cakes.
Have some means of washing hands and equipment (if used) - either a nearby sink
or wash hand basin, or some bowls, soap, towel and some kind of water supply (e.g.
flasks of hot water).

Serving plates and forks/spoons are a good idea, especially for cheesecakes and
any cakes or desserts containing cream or butter icing.

Put a ‘Use by’ date on them (this can be for expiry as the same day as the sale.

Clearly label with the ingredients used.

Mark any foodstuffs which may cause allergic reactions (Eggs, Nuts, Soya, Dairy
products, Wheat etc.).
SHE Section
July 2015
BBC – Cake Sale Recipes - http://www.bbcgoodfood.com/recipes/collection/cake-sale
BBC - How do I make great cakes for a cake stall? http://www.bbc.co.uk/blogs/food/2010/08/how-do-i-make-great-cakes-for.shtml
Page 22 of 26
Appendix 4.
Staff/ Volunteer Code of Behaviour: Children, Young People and Vulnerable
Adults
Why have a Code of Behaviour?
Staff and volunteers participating in UCLan events and activities may be in a position or
situation to harm or abuse children, young people or vulnerable adults or behave
inappropriately towards them. To minimise the risk of this, UCLan has a Code of Behaviour
that aims to:
 Deter anyone who wishes to harm a child, young person or vulnerable adult from
seeking employment in UCLan
 Provide guidance for everyone about acceptable and unacceptable behaviours with
children, young people and vulnerable adults
 To identify staff, volunteers and students working for UCLan who need further
safeguarding training
Code of Behaviour
UCLan wishes to ensure that staff, volunteers and students working for UCLan, who work
with children, young people and or vulnerable adults understand the boundaries of
appropriate behaviour. Every member of staff is required to demonstrate exemplary
behaviour in order to protect children, young people and vulnerable adults from abuse and to
protect themselves from allegations. The following are examples of behaviour that create a
positive and safe environment for vulnerable groups as they participate with us in UCLan
activities.
Staff should:
 Treat everyone with fairness and respect and provide an example that they would
wish others to follow
 Work openly avoiding private or unobserved situations and working in isolation. Aim
to ensure that they are not the only adult present and are at least within sight or
hearing of others.
 They are advised to always leave the door open if they find themselves in a room
alone with a child, young person or vulnerable adult
 Maintain a safe and appropriate distance and be aware that physical contact may
be misinterpreted
 Respect each child’s, young person’s or vulnerable adults right to privacy
 Exercise caution when discussing sensitive issues with children, young people or
vulnerable adults
 Behave according to the guidance offered in this Code
 Ensure that if any form of manual/ physical touching is required, it should be given
in an open observable environment. The reason why this is necessary should be
explained to the child, young person or vulnerable adult and their informed
agreement gained. In sporting situations this should be according to guidelines
provided by the appropriate National Governing Body, and in other instances
according to UCLan policy.
 Unacceptable behaviour by staff or students should be challenged and all
allegations or suspicions of abuse should be reported to the Principal Safeguarding
Lead (operational) or Senior Designated Safeguarding Officer within the College/
Service or Department
Page 23 of 26
 The welfare of the child, young person or vulnerable adult must be the first priority.
 In all activities feedback should be constructive rather than negative
 Report all concerns, allegations or suspicions of abuse immediately to the relevant
Senior Designated Safeguarding Officer or Designated Safeguarding Contact
Staff or volunteers should never:
 Spend excessive time alone with children, young people or vulnerable adults away
from others
 Discuss their personal life
 Give out their personal contact details (personal phone or mobile number, email or
home address)
 Become ‘friends’ on social networking sites
 Leave groups of children or young people unsupervised
 Allow a child, young person or vulnerable adult is to use inappropriate language
without challenging it
 Do things of a personal nature that children, young people or vulnerable adults can
do for themselves (If a child has a disability any tasks should be performed only
with the full understanding and consent of the parent or guardian and, where
possible, the child or young person themselves)
 Allow allegations made by a child, young person or vulnerable adult to be ignored,
not recorded or not acted upon
 Engage in rough physical or sexually provocative games
 Make sexually suggestive comments, even in fun
 Allow or engage in any form of inappropriate touching
 Reduce a child, young person or vulnerable adult to tears as a form of control
In residential settings, staff should never:
 Share a room overnight with a child, young person or vulnerable adult or invite them
into their room
 Go into a child’s, young person’s or vulnerable adults’ room unless it is absolutely
necessary (where this is deemed necessary, two members of staff should enter)
 Take photographs, videos or other images of a child or young person without the
express permission and informed written consent of their parents.
Page 24 of 26
Appendix 5.
Interim Guidance on Running Raffles, Tombola’s, Poker Tournaments, Lotteries,
etc., as Part of an Event
Fund-raising sweepstakes
If you want to use the sweepstake to raise money for charity, the exemption for "incidental
non-commercial lotteries" may be helpful. In order to fall within this exemption, the
sweepstake must be incidental to a connected non-commercial event, i.e. an event where all
the money raised by the organisers (such as entrance fees or sponsorship) goes to a
purpose other than private gain. A typical example might be a sweepstake at a dinner.
In order to be classed as an "incidental non-commercial lottery":
 not more than £500 may be spent on prizes (not including donated prizes);
 you may not deduct more than £100 from the proceeds in respect of the expenses of
organising the lottery such as printing tickets; and
 the rest of the proceeds must go to the nominated "good cause" (not private gain).
In addition:
 all the tickets must be sold on the premises where the connected event takes place;
and
 the tickets must be sold, and the results announced, while the connected event is
taking place.
Organising a Raffle or Lottery as Part of a Larger Event
Although raffles are great fundraising endeavours on their own, many groups and charities
also run raffles as part of other events, such as shopping fairs and parties. These types of
lotteries are referred to as “incidental non-commercial lotteries”; in other words, the lottery is
not the main event.
When running an incidental, non-commercial lottery, you will be exempt from many of the
rules and regulations governing other types of lotteries. However, although the rules are less
strict, the Gambling Act 2005 still applies and you should seek guidance if necessary.
When organising an incidental lottery, you should consider the following rules:




All lottery tickets must be sold at the event, with all participants present
You cannot offer more than £250 in prizes, even if prizes have been donated
You cannot offer cash prizes
You cannot conduct a “roll-over” lottery of any type
By adhering to these rules, the process of running an incidental non-commercial lottery is
actually made a lot simpler for fundraisers. You will need to print or buy ticket books, collect
prizes and choose your ticket price ahead of time. Then, on the day of your event, you can
move around the room and sell tickets to interested parties.
The best way to conduct a lottery as part of another fundraising activity is to leave the prize
draw until the end of the event. This way, not only will you have more time to sell tickets, but
people will also stay to see if they've won, giving you more time to fundraise with other
activities too!
Fund-raising
Organisers can also raise money to fund your club or society’s activities through games of
equal chance, such as poker.
Page 25 of 26
Can I Raise Money for Charity with a Poker Game/Tournament?
Yes, that’s an excellent idea. The participants must be told what good cause is to benefit
from the profits of the gaming. Under-18s are allowed to participate and are already probably
the most skilled players there.
Stakes and Prizes
No matter how many games you run or a participant expects to play in, they must not make
more than one payment (whether as an admission or participation fee, stake or other charge,
or a combination of those charges), and this payment must not exceed £8.
The total amount or value of prizes for all the games played at your event must not exceed
£600. If you are running more than one event on the same premises and the same day, you
must still comply with the £8 participation fee and £600 total prize limit.
If you are running a series of events held on separate days, the limits of £8 and £600 apply
separately to each event. In the final event of a series, where people have qualified by
playing at previous events, the total amount or value of prizes for all the games played at the
final event can be up to £900.
The money you raise from the event is called the proceeds. None of the proceeds should
be used for private gain. You should give all proceeds to the ‘good cause’ (including any
entrance fees, sponsorship, fees for traders stalls and other fees), minus the costs
reasonably incurred by organising the event. Reasonable costs would include costs incurred
by providing the prizes. The Act does not define what a good cause is but it is likely to mean
what a reasonable person would believe it means.
If third parties are selling goods or services at your event, for example someone selling
refreshments, this does not count as money raised for the charity or good cause. They on
the other hand are allowed to make a profit. The Act does not define whether you are
allowed to make a ‘cut’ out of what the persons selling refreshments make.
Find out more with the Gambling Commission’s guidance Advice on non-commercial and
private gaming and betting.
Page 26 of 26