QMSU Risk Assessment Form and Guidance
How to do a Risk Assessment
A risk assessment is simply a careful examination of what could cause harm to people,
so that you can weigh up whether you have taken enough precautions or should do
more to prevent harm. Your fellow students and members of the public have a right to
be protected from harm caused by a failure to take reasonable control measures.
The law does not expect you to eliminate all risk, but you are required to protect people
as far as is ‘reasonably practicable’. As a society, you have a duty of care (in law) to
make your activities as safe as possible. If there is an accident at your event you will
be asked to show your risk assessment to demonstrate you have taken appropriate
measures to reduce risk.
This guide tells you how to achieve that with minimum fuss.
Top Tips:
1) Think of a Risk Assessment as a checklist of how safe your activities are
2) Keep an electronic copy for easy uploading
3) Don't get bogged down in minor details but think about the main risks your activities
pose.
4) Do your risk assessment as a group, maybe in a committee meeting
5) Check if your activity is covered by Union Insurance
Public Liability Insurance
Public Liability insurance provides cover in respect of legal liability to pay damages
and costs to members of the public who are accidentally injured. Public Liability
Insurance has a limit of £50 million.
Third parties often require proof of cover to give a brief summary of cover, stating the
period of cover and policy number
All society and student group usual activities are covered by Queen Mary Students'
Union Public Liability Insurance. This means your members are protected if they are
injured or their property is damaged due to negligence.
However, personal accidents and injuries are not covered. The most effective way to
reduce accidents is to identify potential risk and identify ways to reduce them.
Exemptions
The following activities are not covered by Union Insurance:
- Fundraising activities
- Social Events, Sports, Trips and Balls
- Any activity outside the UK
- Hired Costumes / Equipment.
Definitions:
Hazard
The item/process/equipment identified as a danger.
Risk
How / likelihood of the hazard causing harm
Control Measure
A way to minimise the risk.
Who needs to do a risk assessment?
It is good practice to get into the routine of completing a risk assessment for all your
activities. However, if you are organising an event which may not be covered by Union
Insurance, this will be compulsory.
If you need to get extra insurance there will be a cost involved (therefore you will need
to take this into consideration when budgeting for events).
Risks need to be evaluated a high medium or low before and after the control measure
is put in place. This can help decide if existing control measures are adequate or
whether more can be done. Risk can be calculated by multiplying the severity of risk
by the likelihood of it happening.
4
Medium
High
Low
Medium
SEVERITY 3
2
1
0
LIKELIHOOD
1
0
2
3
4
Example Risk Assessment Form
PERSONS AT RISK (please ‘x’) :
Society Name: Drama Society
DATE (S) OF EVENT (if relevant):
PAGE 1
Students (X ) Public ( ) Visitors ( ) Others ( )
1st December 2011
Risk: High (4) Medium (3) - (2) Low (1)
Environment/Venue: Drapers Room 2
TASK or ACTIVITY:
INITIAL RISK RATING
(Likelihood & Severity)
FINAL RISK RATING
‘Charity Fashion Show’
(Likelihood & Severity)
HAZARD
RISK
L
Manual Handling – when setting up
the venue.
Bending, lifting and stretching
causing muscle strain and back
problems.
3
Electrical Items
Electric Shock from lighting and
AV equipment.
Slips, trips and falls.
S
Overall
(L X S)
EXISTING CONTROL / PROPOSED CONTROL MEASURES
3
9
Train volunteers in safe manual handling techniques. Discuss any physical
limitations they may have. University staff to be informed of the event to help
with setting up large items (Estates / Facilities).
1
3
3
2
4
8
Check equipment for damaged cables, plugs and fittings. Check all
equipment has been PAT tested which is labelled.
1
4
4
Attendees at risk of tripping over
loose cables and injuring
themselves. Guests at risk of
slipping over on the dance floor.
3
3
9
Use an extension cable and reroute the cable so it is tucked out of the way.
Secure any loose cables down with tape. Event organisers to ensure the
dance floor is clean and dry before opening the venue to guests, Spilt drinks
will be cleared up immediately.
1
3
3
Unstable Catwalk
Student Models and Event Host
at risk of injury
3
3
9
Using joined tables which are clear of debris, stable and not slippery
Underfoot. Test catwalk carefully before evening to see if it is suitable and
stable. Ensure it is dry, clear of debris and attendees do not place drinks on
it which might spill.
1
3
3
Fire
All persons at risk of death or
injury from fire.
2
4
8
Venue has fire extinguishers, clearly marked emergency exits and
evacuation procedure.
1
4
4
Broken Glass
Injury on broken glass
2
3
6
Venue to provide plastic cups only.
1
3
3
Comments: Continued on page 2...
Undertaken By; Joe Bloggs, President of the Drama Society
Risk Before
Measures:
L
Risk after
Measures:
S
Continued on page 2...
Contact Details: thedramasociety@qmsu.org
Other Persons Consulted: The Drama Society Committee Members, and Drapers Staff.
Date: 1st November 2011
Overall (L X S)
Revision Date (if relevant): 1st December 2011 (once venue is set up)
PERSONS AT RISK (please ‘x’) :
DATE (S) OF EVENT (if relevant):
PAGE 2
Students (X ) Public ( ) Visitors ( ) Others ( )
1st December 2011
Risk: High (4) Medium (3) - (2) Low (1)
Environment/Venue: Drapers Room 2
TASK or ACTIVITY:
INITIAL RISK RATING
(Likelihood & Severity)
FINAL RISK RATING
‘Charity Fashion Show’
(Likelihood & Severity)
HAZARD
RISK
L
Intoxicated guests becoming
disruptive
Intoxicated guests using
threatening behaviour to other
guests.
3
Lack of security for money
Money fundraised at risk of being
stolen.
Damaged clothes
Food Poisoning
S
Overall
(L X S)
EXISTING CONTROL / PROPOSED CONTROL MEASURES
3
9
To hire QMSU Security staff who are trained to deal with threatening/violent
behaviour of any attendees
2
3
6
2
3
6
1
3
3
Clothes at risk of being damaged
from spilt drinks or food.
2
3
6
1
3
3
Guests at risk from food
poisoning from the buffet.
2
4
8
Student volunteers to collect money using sealed buckets. All money to be
handed to a member of staff and locked away overnight. Money to be
deposited in the Blomeley Centre the following day.
All hired clothes to be kept in plastic wrapping in a secure room. Models to
wear clothes on the catwalk only. Clothes to be replaced in wrapping after
the show. All clothes to be insured for damages. Models to be briefed before
the event and to sign a disclaimer stating they will pay for damages if cause
whilst they are wearing the clothes.
Students to abide by the QMSU Food Hygiene guideline. Food will be
refrigerated in the kitchen. Food to be kept covered up until the buffet is
ready to be eaten.
1
4
4
Comments: All risks have been reduced using the proposed control measures mentioned.
Undertaken By; Joe Bloggs, President of the Drama Society
Risk Before
Measures 78
L
S
Risk After
Measures
36
Contact Details: thedramasociety@qmsu.org
Other Persons Consulted: The Drama Society Committee Members, and Drapers Staff.
Date: 1st November 2011
Revision Date (if relevant): 1st December 2011 (once venue is set up)
Overall (L X S)
PERSONS AT RISK (please ‘x’) :
DATE (S) OF EVENT (if relevant):
Students ( ) Public ( ) Visitors ( ) Others ( )
Risk: High (4) Medium (3) - (2) Low (1)
TASK or ACTIVITY:
Environment/Venue:
INITIAL RISK RATING
(Likelihood & Severity)
FINAL RISK RATING
‘
HAZARD
(Likelihood & Severity)
RISK
L
S
Overall
(L X S)
EXISTING CONTROL / PROPOSED CONTROL MEASURES
.
Comments:
Undertaken By;
Risk Before
Measures
Contact Details:
Other Persons Consulted:
Date:
Revision Date (if relevant):
Risk After
Measures
L
S
Overall (L X S)