QMSU Annual Risk Assessment
What is an Annual Risk Assessment?
An Annual Risk Assessment is a risk assessment done once a year that covers all regular society activity during
that year period. It is designed to cover small scale activity that your society undertakes, larger-scale events and
activities will need to be risk assessed separately and in more detail depending on the type of event.
How to fill out the Annual Risk Assessment
Like the normal Risk Assessment, the Annual Risk Assessment has the same sections requiring the same
inputs. However the main difference of this assessment is that the hazards should be more general. It is there to cover
all general activity that you undertake as a society.
We have produced a template Annual Risk Assessment for you to use, this contains a wide selection of hazards
that the majority of societies will encounter through the year. If your society does more activities with additional hazards,
or the hazards are slightly different to the ones listed, you must add these or make the necessary changes. To
complete the template, you must input the Risk Rating and decide whether there are any additional control measures
needed.
Here are the sections highlighted that need completing before submitting the Annual Risk Assessment;
Information
Add your society name and the name of the individual
completing the assessment.
Also include the type of event (this can be ‘All’) and
the location (state if your activities are ‘On-Campus’,
‘Off-Campus’ or both).
Risk Rating
These are inputted as ? so that you can
change them to the actual rating!
Control Measures
If you feel the need to lower the Risk
Rating, add further Control Measures
here
Once submitted, you must follow the measures listed in the Assessment!
If your activity is different or not covered by the activities listed in your Annual Risk
Assessment, you must create a separate Risk Assessment.
QMSU Annual Risk Assessment
Name of Event;
Annual Risk
Assessment
Assessed By:
Managers Signature:
[Name of
Assessor]
[Managers Signature]
Type & Location of
Event;
Description of Event;
[Type]
All regular society activity
[Location]
Describe the hazard
Who might be harmed
and how?
Members could be injured if they
trip or slip.
Slips and Trips
Members risk injury or back strain
from lifting.
Manual Handling
If trapped, Members could suffer
fatal injuries from smoke
inhalation/burns.
Fire
Risk Matrix – High – Medium – Low (Risk)
Severity x Likelihood =
Risk Rating
Severity
Date of Event:
Society:
August 2014 – July [Name of Society]
2015
Existing control measures
 No trailing leads or cables – taped
down/routed away from thoroughfare where
possible.
 All areas as well lit as possible; conduct
activities in well-lit areas.
 Keep areas clean and tidy whilst conducting
activities.
 Make known and clear up any spills as soon as
possible.
 Use a trolley or ensure large objects have
wheels.
 Make sure that event set up/clear down is to
be conducted by at least two people.
 If large amounts of manual handling are to be
regularly undertaken, relevant persons attend
manual handling course.
 Don’t place heavy objects on high
shelves/ladder work platforms.
 Always follow relevant building’s fire risk
assessment.
 If members are new to a place, Organisers to
make them aware of the emergency routes of
egress.
 Be vigilant as to sources of fire; not use any
candles/naked flames whatsoever.
 Ensure that activities are conducted in venues
which comply with all legislation and
regulations regarding fire safety.
Death (5)
Major Injury (4)
Over 7 day Injury (3)
Minor Injury –
Treatment off site (2)
Minor Injury – First aid
on site (1)
Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
?
?
?
?
?
?
All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Likelihood
Certain
(5)
Very
Likely
(4)
Likely
(3)
25
20
15
20
16
12
15
12
9
10
8
5
4
Additional control
measures
May
happen
(2)
10
8
5
4
6
3
6
4
2
3
2
1
Revised rating
Likeliness x
Severity = RR
L
Continues Below ↓
Unlikely
(1)
S
RR
QMSU Annual Risk Assessment
Describe the hazard
Who might be harmed
and how?
Members could suffer illness or
injury whilst alone on an activity.
Lone Activity
Members could suffer poisoning
from intoxication or be injured from
relating violent/disorderly
behaviour.
Alcohol/Intoxicated Students
Members could suffer injury through
inappropriate behaviour.
Improper behaviour by students.
Existing control measures
 No organiser should ever work alone when
setting up or clearing down an activity.
Members should not be asked to complete
activities when alone (or out of ear or eyeshot
of the rest of the group).
 Members/Organisers running errands alone
should make it known to another Organiser
where they are going and how long the task
should take. Where appropriate, mobile
phone details should be exchanged.
 If any students are found to be in possession
of illegal substance the Police should be
contacted immediately followed by informing
a member of staff, preferably the Societies
Coordinator. If a member is found by the
Organisers to be under the influence of illegal
substances the relevant emergency services
should be called immediately.
 All students to be made aware that they
should consume alcohol responsibly.
 Where alcoholic drinks are on offer, nonalcoholic alternatives and free water should
be available.
 Where an alcoholic prize is on offer, a nonalcoholic alternative should be made
available.
 At least one ‘sober rep’ should be in
attendance at every event where alcohol is on
offer.
 No student should ever be encouraged to
drink alcohol.
 Organiser to monitor behaviour on
events/trips. If there is a perceived danger the
Organiser should take adequate steps to
prevent it, or if they feel unable to do so
contact the relevant security
operative/member of staff/police. If any
behaviour escalates GL to contact the
University Security and relevant authority.
 Refer to Bye-Law 19 Code of Conduct and
Disciplinary Procedure
Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
?
?
?
?
?
?
All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Additional control
measures
Revised rating
Likeliness x
Severity = RR
L
Continues Below ↓
S
RR
QMSU Annual Risk Assessment
Describe the hazard
Who might be harmed
and how?
Members could suffer injury through
disorder at social events.
Social Events
Members could suffer injury whilst
aboard vehicles and entering and
exiting onto roads.
Existing control measures
 Organise socials in licensed venues with SIA
badged security staff, venues with
appropriate liability insurance or the QMSU
venues ONLY.
 At least one ‘sober rep’ in attendance at every
event where alcohol is on offer.
 Ensure attendees have access to safe licensed
taxi numbers should they wish to leave an
event.
 Ensure that a guest list is operation where
appropriate, either by checking student cards
or a list of attendees
 Travellers to be reminded by the Organiser of
the safest way to disembark the vehicles (e.g.
oncoming traffic hazards)
 Public Transport to be used where possible.
 Privately hired transport to be approved by
the Societies Coordinator.
 Licensed taxis to be used over and above
private hire where possible.
Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
?
?
?
?
?
?
Additional control
measures
L
 All passengers must follow the rules as set by
Transport Use


Members could be scalded/suffer
electric shock.
Consuming/Serving hot Drinks




the transport company. Passengers must
remain seated, with fastened seatbelts on
journeys where at all possible.
Whilst aboard minibuses Organisers should
ensure in conjunction with the driver that no
alcohol is consumed aboard and that
behaviour remains orderly.
Passengers should take a lead from the
Driver, or be responsible for their own safety
when entering and exiting a vehicle. This
should also be done in an appropriate place.
Take care not to overfill kettle.
Advise members that liquids are hot and
potentially unsafe.
Not serve any drinks without appropriate
materials to deal with a potential spillage.
Take care when pouring.
All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Revised rating
Likeliness x
Severity = RR
Continues Below ↓
S
RR
QMSU Annual Risk Assessment
Describe the hazard
Who might be harmed
and how?
Theft/Theft with assault.
Selling Tickets/Cash
Handling/Fundraising
Members/Customers could be made
ill from badly prepared food.
Sale of Food/Food Service
All. The weather could cause
dehydration or hypothermia
Sporting Activity
All. Participants could sustain an
injury from the sport
All. Faulty equipment could cause
harm
Existing control measures
 Always sell tickets/handle
cash/collect/transport in pairs.
 Always use a lockable cash tin available from
the Societies Coordinator.
 If collecting for charity, use buckets/tins with
security seals.
 If handling any cash at street level then take
care to distribute cash away from the pointof-sale/collection and regularly pay surplus
cash in to the Reception
 Aim to reduce the amount of cash being
handed over by using approved methods
 Ideally, this should only be done on campus
or within a QMSU venue with staff
knowledge.
 For one off sales, pre-packaged wholesale
products should be sold.
 External and food safety certified
caterers/QMSU or University catering services
should be used for the service of meals.
 Ideally food prepared in students’ homes
should not be served or sold, unless the cook
has achieved a basic food hygiene certificate.
 Any food prepared by a student must be
clearly labelled as ‘home-made’ and with the
potential for contamination of allergens
 Check the weather report before embarking
on any sporting activity
 Ensure everyone has suitable clothing for the
activity





Qualified instructor/referee/teacher
Full warm up before activities take place
Full warm down after activities
Suitable equipment and clothing
Full evaluate what equipment is needed for
the activity
 Ensure all equipment is in good working order
 Ensure all participants are given the correct
equipment and that is suitable for their size
Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
?
?
?
?
?
?
?
?
?
?
?
?
All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Additional control
measures
Revised rating
Likeliness x
Severity = RR
L
Continues Below ↓
S
RR
QMSU Annual Risk Assessment
Describe the hazard
Who might be harmed
and how?
All. Participants could be stranded
with no suitable equipment or
clothing for the conditions
Outdoor Activity/Stranded
All. Risk of becoming lost,
encountering other people and
being a victim of crime
Late Night/Early Morning Activity
All. Risk of accident involving
vehicles
Public Highways
Existing control measures
 Qualified leader on trips to an unknown area
or for a specific activity
 Check the full weather report before leaving
for the area where the activity is taking place
 Full contingency plan made known to all
participants
 Maps given to all participants
 Local knowledge of the area ie. When it gets
dark, if the weather could turn, areas to steer
clear
 Contact details for Group Leader be given to
QMSU
 Contact details for a designated person on the
‘ground’
 Facilities to contact the Group Leader or the
emergency services ie. Mobile phone
 Travel in groups of 2 or more
 If event or activity is planned to go ahead
despite weather conditions authorisation
must be sought from the Societies Team
along with sound reasons submitted. This
should be included as an additional control
measure.
 Ensure that all activity that goes on into the
late night or early morning is well advertised
of finishing times before the event
 Organisers should ensure that there are
appropriate travel options for students once
the event has finished, this could be a
licensed taxi firm, local bus routes, etc
 Organisers should ensure, where possible, no
student is allowed to leave on their own.
Encourage groups of at least 2 people to be
formed.
 When in a group, ensure that organisers keep
a count of numbers and encourage people to
stay together.
 Ensure that groups are made aware of routes
where public highways are being used
 Ensure that appropriate crossings are used
where possible
 Ensure that the group is aware of the hazards
and group leaders are in charge at all times
Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
?
?
?
?
?
?
All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Additional control
measures
Revised rating
Likeliness x
Severity = RR
L
Continues Below ↓
S
RR
QMSU Annual Risk Assessment
Describe the hazard
Who might be harmed
and how?
Members could get shocks/burns
from faulty equipment. Faulty
electrics can also lead to fires.
Electrical
Existing control measures
 A visual inspection of equipment/electrical
items before each use
 All Supplied Equipment to be PAT tested
annually.
 Members advised not to bring in their own
electrical unless absolutely necessary and
instead use equipment provided.
 Equipment brought in should be double
insulated.
 All organisers be vigilant as to faulty looking
equipment/plugs.
 Defective equipment taken out of use and
replaced immediately.
 Organisers to ensure that equipment is
maintained as per manufacturers’ guidelines.
 No repairs should be made to equipment to
make use of it, except by qualified persons
 The environment should be taken into
account when planning an event to ensure all
equipment is away from factors that could
elevate risk

Risk Rating
Likeliness x
Severity = RR
L
S
RR
?
?
?
Additional control
measures
L

All completed forms must be signed off by the Societies Team or the Events & Entertainments Team.
No activity should take place without an authorised form.
Revised rating
Likeliness x
Severity = RR
Continues Below ↓
S
RR