ON-CAMPUS EVENT RISK ASSESSMENT
TEMPLATE ONLY – PLEASE EDIT FOR EACH SPECIFIC EVENT
Risk Assessment For
Assessment Undertaken By
Name: Names of those undertaking the risk
assessment
Assessment Reviewed
Name:
Location of Activity: Details of where in UCLan your
event is to be held.
Date: Insert date you completed RA
Date:
Activity: Insert a full description of what the event
entails, who is attending and the date it is to be held.
Signed by Dean of College / School /
Director of Service or their nominee:
Leave this section blank
REF:
Date:
College / Service / School / Section: Insert your
School name, the name and code of your module and
your module tutors name (students only).
Note: Not all of the hazards or controls listed below will be relevant to your event – you must delete those that are not appropriate
List significant hazards here:
List groups
of people
who are at
risk:
List existing controls, or refer to safety procedures
etc.
General Public Safety
Staff,
students,
visitors
Health & Safety Procedural Guidance for the Management
of Staff or Student Organised Events on the Preston
Campus
Injury due to overcrowding,
lack of information provision,
stewarding, security, etc.
Booking of room/foyer by tutor;
Suitability of venue to be evaluated prior to 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;
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For risks, which are
not adequately
controlled, list the
action needed.
Insert below level of
risk for each hazard
identified. after
controls have been
implemented (low,
medium or high)
Room capacities to be adhered to.
Persons to be briefed in UCLan emergency procedures
and their role in an emergency.
Housekeeping announcement at beginning of event;
Stewarding of members of the public;
Out-of-hours access notified to Security – permission from
Dean required;
Fire
Flammable materials, arson,
electrical fault, burns
Staff,
students,
visitors
First aid, accident reporting procedures.
University fire safety procedure, no smoking buildings, fire
alarm system, fire marshals.
Emergency procedures in place;
Use of smoke machines or anything else that produces
smoke or flame must be approved by FM Helpdesk / SHE
Section.
Fire exists, routes, etc. must be kept clear;
Fire doors must not be wedged open;
Manual Handling:
Moving/using equipment,
tables, boxes, etc.
Loading/unloading vehicles,
Injury due to poor lifting
techniques.
Staff,
students,
visitors
Sets / backdrops etc. must be made of, or treated to be
flame retardant.
Information provision;
Any events that will
entail the use of the
Media Factory Atrium
areas
should
be
discussed with the SHE
Section.
Ensure
there
is
adequate Fire Marshal
coverage if the event is
out of normal working
hours.
Manual handling training
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”;
Working at height (e.g. on
ladders / step ladders to
decorate venue)
Staff,
students,
visitors
Be aware of awkward shaped loads and unevenly
balanced loads.
Step stool and ladder risk assessments and Working at
Height Procedures.
Injury due to fall from height,
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A specific working at
height risk assessment
maybe required seek
advice from the SHE
Section.
falling objects, etc.
Slip / Trip / Falls
Poor lighting, trailing cables,
discarded litter, obstructions in
walkways, poor housekeeping
Staff,
students,
visitors
General ‘good housekeeping’ procedures;
Walkways to be kept clear.
Cables to be taped down/covered.
Floor socket covers kept closed.
General inspections by Building Manager.
Fault / maintenance reporting procedures.
Personal medication needs
Pre-existing medical conditions
worsened by a particular
activity
Violence/Aggression
Unwanted visitors
Staff,
students,
visitors
Staff,
students,
visitors
Verbal and/or physical assault,
loss / damage of equipment
First aid, accident reporting procedures.
Persons advised to ensure personal needs are met and to
inform staff where appropriate.
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 fire alarm
activation.
Unwanted visitors to be notified to : Security (24-hour
security
lodge)
01772
892068.
Email:
sservice1@uclan.ac.uk
Out-of-hours building access procedure.
University staff / student discipline procedures.
Electricity
Electric shock, burns
Staff,
students,
visitors
Staff/Student Counselling
All UCLan electrical equipment PAT tested and regularly
inspected for faults, faulty equipment to be removed from
use immediately.
Extension leads not to be linked together and adaptor
blocks not used to join cables.
All electrical maintenance and repairs are undertaken by
competent persons
A system of fault reporting is in place.
awaiting repair or disposal is taken out of use
First aid, accident reporting procedures.
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Equipment
Any hired equipment
must have appropriate
PAT certification users
of equipment must be
competent to do so.
Food Safety - provision by
UCLan catering
Food hygiene incidents, food
contamination, allergies;
Food Safety - provision by
third party caterers
Food hygiene incidents, food
contamination, allergies;
Staff,
students,
visitors
University HACCP, risk assessment & food safety
management procedures.
Staff,
students,
visitors
Health & Safety Procedural Guidance for the Management
of Staff or Student Organised Events on the Preston
Campus
Staff /students are not permitted under food safety
regulations to provide food cooked or prepared by
themselves as part of an event.
Use of external caterers to be notified to and accepted by
UCLan Catering Manager.
Copies of risk assessment, food hygiene certification and
premises food registration must be obtained.
Caterers to be responsible for undertaking a Hazard
Analysis Critical Control Point (HACCP) to identify the
measures required for food hygiene and food safety.
Food Safety – charity cake
sales
Food hygiene incidents, food
contamination, allergies.
Running Raffles, Poker
Tournaments, Lotteries, etc.
Failure to comply with Gaming
Act
Supply or selling of alcohol
Breach of Entertainment
Licence or supply of alcohol
without a license.
Staff,
students,
visitors
UCLan
UCLan
Delegates, staff and speakers to be asked to provide
details of any special dietary requirements prior to the
event and these to be passed to the caterers.
Must be undertaken in a booked UCLan/SU space.
Students must follow the specific UCLan guidance for
cake sales at all times.
Specific cake sale risk assessment template.
University Interim Guidance on Running Raffles, Poker
Tournaments, Lotteries, etc, as part of an event to be
followed at all times.
Liaison with and permission from the Premises License
Holder must be sought.
Ensure the consumption of excessive alcohol or a drug
does not endanger their own or others safety or personal
security.
University disciplinary procedures.
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Entertainment Licence
or Temporary Event
Notice must be in place.
No supply of alcohol to under 18’s permitted age
verification must take place.
Street or ‘House-to-House’
Collections
Collecting monies without a
permit/license
Safeguarding Issues (only
relevant if you are working with
children or vulnerable adults)
UCLan
Staff,
students,
visitors
Adherence to University Drugs & Alcohol Policy
Permit/license must be obtained prior to collections and all
requirements strictly followed at all times.
Staff/ Volunteer Code of Behaviour: Children, Young
People and Vulnerable Adults
Supervision by parents / school teachers
Risk of abuse or false
allegations
DBS checks where appropriate;
Third parties
Parental consent will be required especially if filming /
photography is taking place.
Organisations, businesses, etc., undertaking activities on
University premises should provide a risk assessment for
that activity and evidence of public liability insurance.
Accidents related to insufficient
knowledge of campus and
UCLan safety procedures
Use of car parks for events
Accident with vehicle
Staff/students should not work on a 1-2-1 basis unless
specifically assessed.
Staff,
students,
visitors
General UCLan safety/emergency information to be
provided to third parties.
Staff,
students,
visitors
Ensure compliance with UCLan policy on Freedom of
Speech
Approval and booking via FM Estates / Car Parking
Services.
UCLan Car Parking Procedures.
Speed restrictions in car parks.
Waste
SHE Section can advise
on suitability of provided
risk assessments.
Cleaning /
Building
Staff
Event attendees and
vehicles using the car
park must be kept
separated - delineated
area required.
Well lit and well surfaced car parks.
Waste materials must be removed and the room left in the
state and design layout you found it.
Specific risks related to the
event venue / building?
You should try and identify
You must now identify existing control measures already
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You must now identify
Finally
decided
additional significant hazards
related
to
your
chosen
premises / venue.
in place to ensure the hazards you have identified do not
harm anyone
any additional control
measures required to
ensure the hazards you
have identified do not
harm anyone
what level of risk
these hazards now
pose
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
Finally
decided
what level of risk
these hazards now
pose
Specific risks related to your
event activities?
You should try and identify
additional significant hazards
related to the activities being
undertaken during the event.
Advice on completing your event risk assessment can be obtained by from the Safety, Heather & Environment Adviser covering
your College / School / Service
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