Risk Assessment – Southend Campus Events
EVENT(S):
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INTRODUCTION
The event organiser should ensure that any controls listed are in place and that any additional
hazards are noted down along with suitable control measures.
Details of Event(s): For multiple events with similar risks a list of events, dates and responsible persons
can be appended to the assessment
Brief description of event:
Date(s) of event:
Time:
Who could be harmed?
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Employees and visiting presenters /contractors supporting event
People attending event
People who may be especially at risk: children, people with disabilities, pregnant or nursing
mothers, people with food intolerances
Significant hazards or risks:
Fire and Emergency
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Layout of stands or seating may restrict fire exit routes
Sources of ignition (e.g. temporary lighting, electrical equipment brought in by contractors,
candles) and combustible materials (e.g. decorations, packaging) increase the risk of fire
Failure to evacuate safely. People unaware of evacuation procedure
People with limited mobility may have difficulty evacuating
Inadequate first aid cover may lead to a delay in getting help in the event of a first aid
emergency
Slips, trips and falls
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Large numbers of people trying to move around area may trip and fall or cause an obstruction,
leading to injuries.
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Injuries to guests, employees or contractors due to slip and trip hazards in and around the
event area, including training cables, articles being left in the way, or uneven ground.
Overcrowding:
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Overcrowding of the area may create an uncomfortable room temperature. May also delay
evacuation of the area in the event of an emergency. Can create tension and aggressive
behaviour.
Manual handling:
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Movement of heavy or awkwardly shaped furniture, display stands and equipment may lead to
back pain or other manual handling related injuries.
Working at height:
Falls from height due to :
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Use of unsuitable equipment such as chairs or tables to gain access to height.
Improper use of stepladders or ladders.
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Use of access equipment that is damaged
Electrical Equipment:
 Electrocution or fire from the use of unsafe electrical equipment.
Food borne pathogens or contamination
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Inadequate attention to food hygiene, inadequate washing facilities or facilities to keep food at
temperatures required for safety, can lead to a large number of guests becoming ill through
exposure to food borne pathogens.
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Some attendees may have food intolerances
Unsafe activities by third parties:
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Presenter / contractor activities may put attendees at risk
Stress
Potential stressors are:
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Not allowing sufficient time and resources for planning and delivery of the event
Noise, food smells or other disturbances may affect other users of the premises, causing
disruption to their work.
Behaviour / violence
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Event attendees may engage in horseplay or become aggressive, particularly if under the
influence of alcohol, injuring employees or other guests.
Inadequate welfare facilities
 Poor levels of hygiene through overuse of lavatories
Unplanned changes may introduce risks not considered prior to the event
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Unexpected events, such as severe weather or unplanned non-availability of key people
involved in the event, may led to last minute changes that may increase risk. (E.g. moving an
outdoor event inside may lead to overcrowding).
Control measures which must be in place:
In Place?
Y / N / NA
Fire and Emergency:
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Number of attendees plus support staff must not exceed room capacity
(NB: If you do not know the room capacity contact the Fire Safety Officer in
good time)
Means of raising the alarm and communicating quickly with Security staff
available (confirm where telephones are prior to event).
Suitable number of fire exits provided in suitable places and clearly signed
Exits and signs not obscured or obstructed.
All staff and presenters / contractors made aware of emergency evacuation
procedures, assembly points and how to summon first aid.
Adequate number of trained evacuation stewards.
Decorations not positioned close to heat sources (e.g. spotlights)
Candles / naked flames must not be used without prior permission of the Fire
Safety Officer. (Contact the Fire Safety Officer in good time)
Where practicable advise attendees of emergency arrangements at the start of
the event.
Confirm whether Security staff are able to provide adequate first aid cover for
the event.
If practical ask delegates to inform you of any disabilities that may affect
access prior to the event. Seek advice from the Norland FM Manager (Norland
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is the Southend Campus FM provider) or Fire Safety Officer.
Slips, trips & falls:
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Furniture and equipment arranged so that cables do not trail across the floor. If
unavoidable, provide cable covers.
For outdoor events check ground is suitable and level and not liable to become
excessively slippery. Temporary surfaces may be needed.
Responsible person to inspect site on day of event and prior to its use for
potential safety hazards.
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Event organisers to ensure stewards monitor for safety hazards and that exit
routes and gangways are kept clear of obstructions.
Overcrowding:
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Room capacity numbers adhered to. If the event is likely to be popular
consider controlling numbers through issue of tickets
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Account taken of furniture and its arrangement. Ensure sufficient space to
move safely and fire exits are clear
Manual Handling:
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Only employees trained in safe manual handling techniques should consider
moving heavy furniture and equipment. Handling aids provided where needed.
Use Norland porters for heavy lifting activities.
Working at Height:
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Provide suitable access equipment. Check condition prior to event to ensure it
is safe.
If those required to use stepladders have not been trained in their safe use,
arrange instruction prior to event.
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Ladders, mobile scaffolds and mobile elevated platforms should only be used
by people who are competent in their safe use
Electrical Equipment:
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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.
Portable heaters must not be used.
A visual inspection of equipment for obvious damage should be made before
use by the person responsible for the equipment.
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Minimise use of extension leads and do not join several together. If an
extension reel is used, fully unwind, ensuring cable does not form a trip
hazard.
Food borne pathogens or contamination:
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Ensure food suppliers have the necessary certification to confirm hygiene and
food safety requirements are met. They are also responsible for ensuring their
catering equipment is safe.
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If practical check whether attendees have special dietary needs, otherwise
assume some might and cater for.
Unsafe activities by third persons
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Confirm that presenter or contractor has public liability insurance (minimum £5
million) and take copy of certificate.
Where proposed activities of presenter or contractor may create significant
risks, they must provide their risk assessment and arrangements for protecting
the public, which should be checked by the event organiser. (Where necessary
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seek advice from Health and Safety Advisory Service).
Stress
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Plan event well in advance with agreed milestone dates for achievement of key
activities. Maintain good communication throughout.
Consider potential impact on other premises users. If unable to avoid
disruption, inform them in good time and agree how disruption will be
minimised,
 Check what other events are taking place on campus at the same time.
Behaviour / violence
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Ensure those supervising the event know how to contact the Security Staff.
Agree with those supervising the event beforehand what action to take if
attendees are drunk or behaving inappropriately.
Welfare facilities
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Confirm sufficient number of lavatories for number of attendees and that they
are made aware of how to access them.
People especially at risk
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Provide information about facilities for those with disabilities and nursing
mothers. If possible do this on promotional information about the event, so that
they are aware in advance.
If children are attending the event, consider potential hazards to them and
ensure levels of supervision are adequate. Record additional controls below.
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 above event(s) I will ensure to the best of my knowledge that the above
control measures are in place.
Signed:
Date
Name of responsible person on day of event:
Please contact the Fire Safety Officer or a Health and Safety Adviser (extn 2944) in good
time for advice on event fire and safety issues.
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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:
Fire Information:
Persons in charge of visitors, groups, rooms or areas are responsible for ensuring that everyone
within their control evacuates. They should make everyone aware of the following:
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In the event of a fire occupants should not attempt to extinguish the fire but evacuate the building
immediately. If you have discovered a fire, sound the nearest alarm as you evacuate.
Close doors behind you and follow the signs until you leave the building. Congregate at the
published assembly point and do not re-enter until authorised.
If you have reason to believe that either you or someone you are responsible for may have
difficulty evacuating (problems with stairs is the most common), please seek advice from the Fire
Safety Officer or the Norland FM Manager.
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.
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 or Liquefied Petroleum Gas (LPG): Must not be used without the
agreement of the Fire Safety Officer. Please contact him in plenty of time. (Further guidance on LPG
can also be found in the Marque events generic risk assessment)
Catering: If a 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.
Poor Light levels: If an event is held after dark, you may need to consider providing additional
lighting.
Training in fire safety, evacuation stewarding, risk assessment, safe manual handling or safe use of
ladders and stepladders can be provided by HSAS, provided they are contacted on good time.
Children: If young children may be attending the event, consider features of the site or activities that
may put them at extra risk. How will you prevent them going into areas or doing things that are
dangerous to them? What supervision arrangements will be in place? How are you going to make
them or their parents/teachers aware of risk. There may also be child protection considerations. For
information and guidance go to the University’s Safeguarding policy. The Education Outreach team
has experience of organising events involving children and can offer informal advice (Contact details
at www.essex.ac.uk/wp). Note: Academic regulations relating to conduct: Regulation 7.20 must be
complied with.
Dangerous and water based activities: before organising any dangerous activities the HSAS and
Estate Management Section must be consulted.
Animals: You will need do consider hygiene and how animals will be kept under control. Academic
regulations relating to conduct: Regulation 7.22 must be complied with.
Please note that this assessment is designed to assist with smaller events. A more
detailed plan and risk assessment may be necessary for events, involving large
number of people or higher higher risk activities during the preparation for and/or
delivery of the event.
Please contact the Fire Safety Officer or a Health and Safety Adviser (extn 2944) in good time
for advice on event fire and safety issues.
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last updated: May 2015