Safety, Health & Environment Section
FM SHE 059
Procedural Guidance for the
Management of Staff or Student
Organised Events Held Off-Campus
Oct 2011
Version 1.0
Document review due: Sept 2013
Please Note: This is a controlled document, please ensure you are using the most recent
version available at:
http://www.uclan.ac.uk/information/services/fm/safety_and_health/guidance_procedures.php#E
Page 1 of 24
Contents
Page
1. Introduction & Definitions
3
2. Scope
3. Legislative Requirements
3
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. Planning
5
5
5.1 University Conferencing and Events Service
6. Risk Assessment
6
6
7. Communication
8. Booking of rooms, foyers and other internal or external space from third parties
7
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
11. Events requiring an Premises Licence
8
8
11.1 Premise Licence Exemptions
8
11.2 Temporary Event Notice (TEN)
9
11.3 Permission from the Premises Licence Holder
11.4 Special effects, fireworks and pyrotechnics
9
9
11.5 Music Licences
12. Provision of catering including cake sales and the sale of alcohol
9
9
13. Public Liability Insurance
14. Safeguarding: Children and vulnerable adults
10
10
14.1 Children attending events
10
15. Persons with disabilities
10
16. Raffles, poker tournaments, lotteries, etc
11
17. First Aid
11
18. Temporary Structures
11
19. Advertising Events with Posters
20. References/ Useful Contacts
11
12
Appendix 1. Off-Campus Event: Example Risk Assessment Template
14
Appendix 2. Off-Campus Event: Venue H&S Checklist
18
Appendix 3. Charity Cake Sales
Appendix 4. Child Protection: Minimising Risk to Children, Staff and Students
19
20
Appendix 5. Guidance on running Raffles, Poker Tournaments, Lotteries, etc as part of an
event
23
Page 2 of 24
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 attendees 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.
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
Page 3 of 24
of copyright music by any means. This includes jukeboxes, CDs, video, radio, TV or live
bands and discos.
4. Responsibilities
4.1 Managers:

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);

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;

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;

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:

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;

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);

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;

If catering is to be provided, the proposed caterers meet legislative and University
requirements (see Section12.);

Liaising with all relevant persons, obtaining permissions where necessary and
making bookings as required;

Providing safety information to third parties and event participants where necessary;

Communicating to those persons assisting in the event the significant findings of the
risk assessment and necessary control measures;

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;
Page 4 of 24

Overseeing the booking of off campus venues for student led events;

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;










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?
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Other issues for consideration:













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.
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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.
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;

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
Page 7 of 24
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.
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:






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:









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:






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;
Page 8 of 24


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.
11.3 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 the Catering Manager or Hospitality & Marketing Manager
Paul Fowler, Catering Manager, Ext: 2092, email: PCFowler@uclan.ac.uk or 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.
12. Provision of catering including cake sales and the supply of alcohol
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 3* 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 Paul Fowler, Catering Manager, Ext: 2092, email:
PCFowler@uclan.ac.uk or Jackie Cunningham, Hospitality & Marketing Manager, Ext:
2089, Email JCunningham2@uclan.ac.uk.
Page 9 of 24
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.
14. Safeguarding Children
The University has an enhanced duty of care to safeguard all children and young persons
involved in organised events from harm. If children 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:




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 Child Protection: Minimising Risk to
Children, Staff and Students in Appendix 4;
Ensuring you have a lost child procedure in place.
Further advice on child safeguarding is available from:
For staff: Kate Overend, Human Resources Manager. Email: KEOverend@uclan.ac.uk
For students: Carole Knight, Head of Admissions. Email: CAKnight@uclan.ac.uk
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:





Access;
Ramps;
Viewing areas;
Public information and address systems;
Facilities;
Page 10 of 24




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. 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.
event.
For further advice on first aid please contact the SHE Section on (01772 89) 2067 or contact
you relevant Safety, Health & Environment Adviser.
18. 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
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 you relevant Safety, Health & Environment Adviser.
19. Advertising Events with Posters
If you intend to advertise in 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.
Safety, Health & Environment Section
Oct 2011
Page 11 of 24
20. References/ Useful Contacts
British Red Cross - Organise an event http://www.redcross.org.uk/TLC.asp?id=79222
Food Standards Agency - http://www.food.gov.uk/safereating/
HSE. (1999). HSG195. The event safety guide: A guide to health, safety and welfare at
music and similar events (http://www.hse.gov.uk/pubns/books/hsg195.htm)
HSE. (1998). Electrical safety for entertainers (http://www.hse.gov.uk/pubns/indg247.pdf)
HSE. Health & Safety in the entertainment industry: Live Issues
(http://www.hse.gov.uk/entertainment/issues.htm)
HSE. (2008). Sound advice: Control of noise at work in music and entertainment
(http://www.hse.gov.uk/pubns/books/hsg260.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.homeoffice.gov.uk/publications/police/operational-policing/event-safetyguide?view=Binary
MUTA. (2009). Safe Use and Operation of Marquees and Temporary Structures
(http://www.muta.org.uk/Literature/mutamarq.pdf)
Institute of Fundraising: Information About Fundraising
http://www.institute-of-fundraising.org.uk/About+Fundraising
Preston City Council. Licensing Policy 2008-2011
(http://www.preston.gov.uk/GetAsset.aspx?id=fAAzADUANgB8AHwAVAByAHUAZQB8AHw
AMAB8AA2)
Preston City Council. Food Safety Website: http://www.preston.gov.uk/environment-andplanning/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
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
Page 12 of 24
Appendices
Page 13 of 24
OFF-CAMPUS EVENT RISK ASSESSMENT
TEMPLATE ONLY – PLEASE EDIT FOR EACH SPECIFIC EVENT
Risk Assessment For
Service / School / Section: the name and code of
your module and your module tutors name (students
only).
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 - delete as appropriate
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.
 Premise 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 / premise
Housekeeping announcement at
beginning of event;
Pre-start checks of
routes, exit doors etc.
fire
escape
Use of smoke machines or anything
else that produces smoke must be
discussed with the venue contact.
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Remaining level
of risk: high,
med or low
Insert level of
risk for each
hazard identified.
after controls
have been
implemented
Sets / backdrops etc must be made
of, or treated to be flame retardant.
Stewarding of guests;
 All University provided equipment tested and
maintained, any faults to relevant technical
staff.
Electricity
 Electric shock
 Burns
Member of School staff attending
event.
General check of any equipment
provided by the premise owner for
event use.
All hired equipment must
appropriate PAT certification.
Users of equipment
competent to do so;
 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.
Manual Handling:
Loading/unloading vehicles,
moving/using equipment
 Injury due to poor lifting
techniques.
Slip / Trip / Falls
 Poor lighting
 Trailing cables
 Discarded litter
 Obstructions in walkways
 Poor housekeeping
Working at height (e.g. on
ladders / step ladders / tower
scaffold, mobile platforms, etc)
Staff,
students,
visitors
 Step stool and ladder risk assessments and
Working at Height Procedures.
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must
have
be
Member of School staff attending
event.
Manual handling training
General ‘good housekeeping’
procedures;
Walkways to be kept clear.
Cables to be taped down/covered.
Socket covers kept closed.
Member of School staff attending
event
A specific working at height risk
assessment maybe required seek
advice from the SHE Section
Food Safety - provision of
food prepared / cooked by
students
 Food poisoning
Food Safety - provision by
third party caterers
 Food poisoning
 Students are not permitted under food safety
regulations to provide food cooked or
prepared by themselves as part of an event.
Caterers must have a minimum 3
star Food Hygiene Scheme rating.
Copies of risk assessment, food
hygiene certification
and food
registration must be obtained.
Member of School staff attending
event.
Food Safety – charity cake
sales
 Food poisoning
Third parties (Organisations,
businesses, etc. involved in
you event or owners of the
premise you are using)
 Students must follow the specific UCLan
guidance for cake sales at all times.
Child Protection Issues (only
relevant if you are working with
children)
 Best practice in child protection to be followed
at all times;
 Supervision by parents / school teachers
 CRB 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.
 Students must follow the specific UCLan
guidance for these activities at all times.
 Persons advised to ensure personal needs are
met and to inform staff where appropriate.
 Risk of abuse or false
allegations
Raffles, lotteries, poker
tournaments, etc.
Personal medication needs
 Pre-existing medical
conditions worsened by a
particular activity
 Third parties to provide a risk assessment for
their activity/premise and evidence of public
liability insurance.
 All contracts with third-parties must be
approved and signed off by the Head of
Purchasing.
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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.
Violence/Aggression
Unwanted visitors
 Verbal/physical assault
 Loss/damage of equipment
Specific risks related to the
event premises
You should try and identify
additional significant hazards
related to your chosen venue.
Premise stewards, door persons etc.
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
Premise 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.
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You must now identify any additional
control measures required to ensure
the hazards you have identified do
not harm anyone
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 18 of 24
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 home made. 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


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

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. The
Women’s Institute is a good source of information for cake recipes that are simple but
delicious.
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.
Page 19 of 24



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.
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, Diary
products, Wheat etc).
Page 20 of 24
Appendix 4.
Child Protection: Minimising Risk to Children, Staff and Students
All University staff and students must be encouraged to demonstrate exemplary behaviour in
order to protect themselves from false allegations. The following are common sense
examples of how to create a positive culture and climate.



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
















Ensuring those working with children have had the appropriate child protection &
safeguarding training;
Ensuring those who have contact with children have had the relevant CRB checks. An
enhanced disclosure may be required;
Always work in an open environment with children avoiding private or unobserved
situations;
Avoiding unnecessary physical contact with children;
Avoiding unaccompanied journeys in a vehicle with a child;
Avoiding inappropriate familiarity with children;
Always acting upon and recording allegations/reports of abuse made by children;
Not inviting or allowing children to socialise with you and/or to visit them at home, or visit
you at home;
Not contacting children through social network sites, not giving children your mobile
phone or other personal contact details;
Not using mobile phone cameras or videos unless parental consent has clearly been
obtained;
Always putting the welfare of children first and treating them all equally with respect and
dignity;
Being an excellent role model – this includes not smoking or drinking alcohol in the
company of young people;
Securing parental consent in writing to act in loco parentis, if the need arises to
administer emergency first aid and/or other medical treatment;
Ensuring that if mixed gender groups are taken away for the day or night, they should
always be accompanied by a male and female member of staff;
Boys and girls should not share the same rooms in sleeping accommodation;
Giving enthusiastic and constructive feedback rather than negative criticism;
Building balanced relationships based on mutual trust and empowering children to share
in decision making;
Involving parents/carers/teachers wherever possible, e.g. encouraging them to take
responsibility to supervise their children. If groups have to be supervised in areas such
as changing rooms, always ensure parents, teachers, coaches or officials work in pairs;
No visits should be made to a child’s accommodation by individual members of staff. If a
visit is necessary, the staff member should be accompanied by another member of staff.
If the situation is urgent, another pupil should be present and the door to the child’s room
should be left open;
Physical intervention uses the minimum degree of force necessary for the shortest
period of time to prevent a pupil harming himself, herself, others or property.
Every effort must be made to resolve conflicts positively and without harm to pupils or
staff, property, buildings or the environment.
Practices that must never be sanctioned:




Engaging in rough physical or sexually provocative games, including horseplay;
Sharing residential accommodation with a child;
Allowing or engaging in any form of inappropriate touching;
Allowing children to use inappropriate language unchallenged;
Page 21 of 24






Making sexually suggestive comments to a child, even in fun;
Reducing a child to tears as a form of control;
Allowing allegations made by a child to go unchallenged, unrecorded or not acted upon;
Doing things of a personal nature for children that they can do for themselves;
Inviting or allowing children to stay with you at your home unsupervised;
Contacting or allowing yourself to be contacted through social networking sites such as
Facebook.
Where unacceptable behaviour threatens good order and discipline and provokes
intervention, some or all of the following approaches should be taken according to the
circumstances of the incident:
Verbal acknowledgement of unacceptable behaviour with request for the pupil to refrain;
(this includes negotiation, care and concern).
Further verbal reprimand stating:
o
o
o
o
o
that this is the second request for compliance;
an explanation of why observed behaviour is unacceptable;
an explanation of what will happen if the unacceptable behaviour continues;
a warning of intention to intervene physically and that this will cease when the
pupil complies;
if possible summon assistance.
Information / Contacts
Criminal Records Bureau - http://www.crb.homeoffice.gov.uk
The Lancashire Safeguarding Children Board http://www.lancashire.gov.uk/education/safe_child_board/index.asp
The Independent Safeguarding Authority - http://www.isa-gov.org.uk/
NSPCC - http://www.nspcc.org.uk/
Page 22 of 24
Appendix 5.
Interim Guidance on Running Raffles, 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 (but other prizes may be donated);
 the promoter 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 23 of 24
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.
Page 24 of 24