Generic Risk Assessment
USE OF MARQUEES FOR EVENTS
INTRODUCTION
The event organiser is responsible and should ensure that any controls listed are in place and that
any additional hazards are noted down along with suitable control measures.
Who could be harmed?
Employees and contractors supporting event and people attending.
Significant hazards or risks:
Fire and Emergency
o Sources of ignition (e.g. cooking processes, lighting, generators) and combustible materials
(decorations) increase the risk of fire
o Failure to evacuate safely
o People with limited mobility may have difficulty evacuating
o Inadequate first aid cover
Slips, trips and falls
o Large numbers of people trying to move around area may trip and fall or cause an
obstruction, leading to injuries.
o Injuries to guests, employees or contractors due to slip and trip hazards in and around the
vicinity of the marquee, including training cables, articles being left in the way, Guys, stakes
and anchors associated with marquee, temporary dance floors dance floor.
Overcrowding:
o Overcrowding of the area may create an uncomfortable room temperature, can create
tension and aggressive behaviour. May also delay evacuation of the area in the event of an
emergency.
Manual Handling:
o Movement of heavy or awkwardly shaped furniture and equipment may lead to back pain or
other manual handling related injuries.
Marquee & associated equipment
o Collapse of marquee due to design faults, incorrect erection or strong winds: serious risk of
harm to large number of people.
o Accident during erection and dismantling of marquee may cause serious injury to
contractors or others in the vicinity
o Movement of contractor vehicles when bringing equipment onto site, injury to pedestrian on
site through collision.
Electrical Equipment:
o Electrocution or fire from the use of unsafe electrical equipment. Failure of lighting causing
panic, particularly during an emergency.
Food Poisoning or contamination
o Inadequate attention to food hygiene, inadequate washing facilities or facilities to keep food
at temperatures required for safety, can lead to food poisoning of large number of guests.
Behaviour / violence
o Event attendees may engage in horseplay or become aggressive, particularly if under the
influence of alcohol, injuring employees or other guests.
o Cash handing (e.g. Cash bar) – risk of violence related robbery.
Inadequate welfare facilities
o Poor levels of hygiene through overuse of lavatories provided or attendees urinating in
unsuitable places. Increased risk of infection spread.
106751456
Last updated: May 2015
Control measures which must be in place:
In Place?
Y/N
Fire and Emergency:
o Number of attendees plus support staff must not exceed marquee capacity.
o Means of raising the alarm and communicating quickly with patrol staff available
(public address system/loudspeaker and radio/mobile phone).
o Sufficient appropriate Fire fighting equipment provided and nominated people
trained in their use as required.
o Suitable number of fire exits provided in suitable places and clearly signed.
o All staff made aware of emergency evacuation procedures and assembly points.
o Adequate number of trained evacuation stewards
o Patrol staff can usually provide first aid cover. Confirm they are able to provide
adequate cover for the event.
o Decorations not positioned close to heat sources (e.g. spotlights)
o Tent materials and decorative drapes flame resistant.
Slips, trips & falls:
o Furniture and equipment arranged so that cables do not trail across the floor. If
unavoidable, cable covers provided.
o Ensure dance flooring is laid flat without excessive trip hazards. Ensure it is not
excessively slippery. Monitor slipperiness during event, as condensation or wet
conditions can increase risk.
o All guys, stakes or anchors should be located or covered so that they do not
create an obstruction or tripping hazard.
o Responsible person to inspect site on day of event and prior to its use for
potential safety hazards.
Overcrowding:
o Marquee capacity numbers adhered to.
o Account taken of furniture and its arrangement. Ensure sufficient space to move
safely and fire exits are clear
Manual Handling:
o Only employees trained in safe manual handling techniques should consider
moving heavy furniture and equipment. Handling aids provided where needed.
Marquee & associated equipment:
o Arrangements for erecting and dismantling marquees should be made with
Estates, who will ensure competent contractors are used and marquee meets
safety (including fire safety) standards. They will also ensure control of
contractor vehicle movement.
o Where the marquee is to be in place for an extended period a regular check on
its stability should be undertaken.
o Where there are reasons to be concerned (e.g. because of high winds), the
contractor should be asked to check the marquee’s stability prior to use.
o Monitoring of marquee contractors by Estates to ensure they behave safely.
Electrical Equipment:
o All electrical equipment must have undergone a system of regular formal
inspection (and where necessary test). Where equipment belongs to
contractors, this should be confirmed with them.
o A visual inspection of equipment for obvious damage should be made before
use by the person responsible for the equipment.
106751456
Last updated: May 2015
Food Poisoning or contamination:
o Food supplied by Catering Services, who are responsible for ensuring hygiene
and food safety requirements are met. They are also responsible for ensuring
their catering equipment is safe.
Welfare facilities
o Confirm sufficient number of lavatories for number of attendees and that they
are made aware of how to access them.
Additional hazards/risks and control measures (Refer to guidance below):
TO BE COMPLETED BY EVENT ORGANISER
Name
Job role:
Department / Organisation:
As the organiser of the following event(s) I will ensure to the best of my knowledge that the above
control measures are in place.
Signed:
Date
Details of Event: For multiple events with similar risks list of events, dates and responsible persons can be
appended to the assessment
Brief description of event:
Date(s) of event:
Time:
Name of responsible person on day of event:
Please contact the Health and Safety Advisory Service (HSAS) (extn 2944) in good time for
advice on event fire and safety issues.
106751456
Last updated: May 2015
Guidance on other risk areas that may need to be considered
If you identify any additional hazards / risks, you should give details and the control measures in
Additional Hazards / Risks part of the assessment. The following is a non exhaustive list of other
hazards / risks and controls which you may need to consider:
First Aid: For larger events it may be necessary to have additional first aid trained people in
attendance. If unsure seek advice from the Occupational Health Adviser.
Welfare Facilities: For larger events it may be necessary to provide additional temporary
lavatories. If necessary, seek advice on numbers from HSAS.
Events taking place at night time: If there is likely to be insufficient light to enable safe
evacuation in the event of a power failure, emergency lighting must be provided.
Behaviour / Violence: This risk would need to be assessed, based on the type of event and
appropriate security measures implemented. Where money is being taken during the event, the
person responsible for that activity must have adequate security arrangements in place.
Candles / naked flames: Must not be used without the agreement of the Fire Safety Officer.
Liquefied petroleum gas (LPG): Must not be used without the agreement of the Fire Safety
Officer. Where possible a safer means of heating or cooking food should be used. Where LPG
has to be used the following precautions are needed:
o LPG should only be used by those who can demonstrate a basic understanding of its safe
use, its characteristics and emergency procedures;
o Storage should not exceed that which is required for a 24-hours or a maximum of 200kg,
whichever is the least.
o Cylinders should ideally be located outside the marquee, but not in an area where they could
be interfered with.
o All gas equipment should be accompanied by evidence of its most recent safety inspection by
a competent person.
Generators: If generators are needed, they must be of a suitably rated power output for the
intended use and must have evidence of most recent inspection/test by a competent person.
Locate outside the marquee and in a fenced area where it cannot be accessed by unauthorised
people. Fuel must be stored securely, in suitable containers and re-fuelling carried out in a safe
manner. Cables must be managed to prevent damage or injury.
Catering: If a different caterer is used, the event organiser must ensure that they are insured
and competent and carry out their operations safely and in accordance with food safety
requirements.
Noise: If you are planning to have music at the event, seek advice from HSAS on noise
assessment and controls.
Fireworks: Refer to HSE guidance www.hse.gov.uk/explosives/fireworks
106751456
Last updated: May 2015