Event risk assessment
Guidance note and form
A full risk assessment should be carried out for all events. This will be a legal requirement
in many circumstances. The following guidance should aid you in carrying out your risk
assessments. A form to record your findings has also been provided.
Identifying the hazards
All hazards should be indentified including those relating to the individual activities and
equipment. A hazard is something with the potential to cause harm. Only note hazards
which could result in significant harm. The following should be taken into account:

Any slipping, tripping or falling hazards

Hazards relating to fire risks or fire evacuation procedures

Any chemicals or other substances hazardous to health e.g. dust or fumes

Moving parts of machinery

Any vehicles on site

Electrical safety e.g. use of any portable electrical appliances

Manual handling activities

High Noise Levels

Poor lighting, heating or ventilation

Any possible risk from specific demonstrations or activities

Crowd intensity and pinch points
This list is by no means exhaustive and care should be taken to indentify any other
hazards associated with the activities at the event.
Identifying those at risk
For each hazard indentified, list all those who may be affected. Do not list individuals by
name, just list groups of people. The following should be taken into account:

Stewards

Employees

Volunteers

Contractors

Vendors, exhibitors and performers

Members of the public

Disables persons

Children and elderly persons

Potential trespassers

Expectant mothers

Local residents
Areas to consider

Type of event

Potential major incidents

Site hazards, including car parks

Types of attendees such as children, elderly persons and the disabled

Crowd control, capacity, access and egress and stewarding

Provision for the emergency services

Provision of first aid

Provision of facilities

Fire, security and cash collection

Health and safety issues

Exhibitors and demonstrations

Amusements and attractions

Structures

Waste management
Assessing the risk

The extent of the risk arising from the hazards identified must be evaluated and
existing control measures taken into account. The risk is the likelihood of the harm
arising from the hazard. You should list the existing controls and assess whether or
not any further controls are required. The following should be taken into account:

Any information, instruction and training regarding the event and activities involved

Compliance with the legislative standards, codes of good practice and British
Standards

Whether or not the existing controls have reduced have reduced the risk as far as is
reasonably practicable
Further action necessary to control the risk
Classify risks into high, medium and low. Examples of risks falling into these categories
are as follows:
High
An unsecured inflatable being used in adverse weather conditions by young
children
Medium
A display of animals in a roped off area
Low
A mime artist performing amongst the crowd
For each risk consider whether or not it can be eliminated completely. If it cannot, then
decide what must be done to reduce it to an unacceptable level. Only use personal
protective equipment as a last resort when there is nothing else you can reasonably do.
Consider the following:

Removal of the hazard

Preventing access to the hazard e.g. by guarding dangerous parts of machinery

Implement procedures to reduce exposure to the hazard

The use of personal protective equipment

Find a substitute for that activity/machine etc
Record the risk assessment findings
Use the attached Risk Assessment Form to record all significant hazards, the nature and
extent of the risks and the action required to control them. Keep this for future reference or
use. You could also refer to other documents you may have, such as manuals, codes of
practice, etc.
Review and revise
If the nature of the risks change during the planning of the event, the risk assessments will
need to be reviewed and updated.
Information
Where the risk assessment has identified significant risks, you must provide information to
all those affected, regarding the nature of the risk and the control measure to be
implemented
Organisation
Task/Activity/Event
Event
Date of Assessment
FIRE
Name of Assessor: CH
Hazard
Severity
Persons/
equipment at risk
Controls
H
Staff, performers,
Volunteers,
members of public,
young persons,
children
Fire extinguishers, one water either
side of the stage. One CO2 near the
electrical intake and one CO2 near the
control panel.
H
Staff, performers,
Volunteers,
members of public,
young persons,
children
Fire extinguisher, one per 35 square
metres, plus additional 2 CO2 near
control panel.
Staff, performers,
Volunteers,
members of public,
young persons,
children
Staff, performers,
Volunteers,
members of public,
young persons,
children
Fire extinguishers, minimum one per
unit and to suit Operators individual
risk assessment.
Stage
Marquees / Big Top
Rides / Attractions
H
Generators and Refuelling
H
Likelihood
L
L
L
Risk
Rating
L
Ensure that there are
no sources of ignition
and fuel in proximity.
Power to be cut in the
event of an incident
causing ignition.
L
Ensure that there are
no sources of ignition
and fuel in proximity.
L
Operators own
responsibility and
arrangements.
Minimum one CO2 and to suit
individual operators risk assessments.
L
Possible Action/Action
Required
L
Operators own
responsibility and
arrangements.
Refuelling to be carried
out by a competent
person.
Action by
whom
CH,
All Staff
CH,
All Staff
CH
CH
Organisation
Task/Activity/Event
Event
Date of Assessment
LITTER PICKING
Name of Assessor: CH
Hazard
Severity
Persons/
equipment at risk
Staff, performers,
Volunteers
Risk from infection
M
Risk from infection transmitted
through toxocara canis –
M
a worm found in dog faeces.
Risk of needle stick injury
from hypodermic needles
leading to hepatitis.
M
Staff, performers,
Volunteers
Controls
Gloves to be worn at all times. Use
litter picker if supplied. Do not eat,
drink, smoke, or put anything into your
mouth during the litter pick. Keep
gloves on when tying the bag up.
Wash hands thoroughly at the end of
the pick.
Dog waste should not be handled
Likelihood
L
L
Staff, performers,
Volunteers,
members of public,
young persons,
children
In the event of an accidental needle
stick injury the affected person should
be sent to Hospital
L
Risk
Rating
L
L
L
Possible Action/Action
Required
Site Manager to ensure
all staff or volunteers
wear PPE and read the
safety guidelines
Care should be taken
when picking up
(knotted) carrier bags
as these may contain
dog faeces
Ensure the needle is
taken to the Hospital
with the Casualty.
Action by
whom
CH
CH,
All Staff
CH
Organisation
Task/Activity/Event
Event
Date of Assessment
MEDICAL PLAN
Name of Assessor: CH
Hazard
First Aid provided in case of
injury
Severity
H
Persons/
equipment at risk
Staff, performers,
Volunteers,
members of public,
young persons,
children
Controls
First Aid on site at all times by roving
staff during the event 8.00 am - 8.00
pm approximately depending on
programme
Beach First Aid post operational 9.00
am – 5.00 pm daily
Additional cover will be provided by
Ambulance Service
Likelihood
L
Risk
Rating
M
Possible Action/Action
Required
Qualified First Aid
provided by Staff x 3
All CRB checked
CH to ensure that they
are aware of the event
and record all
incidents/accidents
associated with the
event
Action by
whom
CH
CH
CH
Organisation
Task/Activity/Event
Event
Date of Assessment
GENERAL
GENERAL ARENA ACTIVITIES
Name of Assessor: CH
Hazard
Risk of injury due to
collapse of temporary
structures such as staging,
seating or fencing
Risk of injury due to sharps,
broken glass in arena area
Risk of injury due to
activities of the performers
Risk of injuries to due to
electric shock
Severity
H
M
H
H
Persons/
equipment at risk
Controls
Staff, performers,
Volunteers,
members of public,
young persons,
children
Inspection at the time of
erection/construction by competent
person. Regular checks throughout
the event period, or after alterations to
the structure
Staff, performers,
Volunteers,
members of public,
young persons,
children
Staff, performers,
Volunteers,
members of public,
young persons,
children
Staff, performers,
Volunteers,
members of public,
young persons,
children
Area inspected before and after initial
set up and checked on a regular basis
Adequate separation of performance
from the audience. Request risk
assessment and Equity card from
performers
All power connections to be carried
out by a competent person. Cable
management system in place from
live power sources
Likelihood
Risk
Rating
Possible Action/Action
Required
L
M
M
M
Checks to be recorded
in event log
CH
All staff
L
L
Monitor performance
by staff
CH
All staff
Performers and staff to
monitor capacity and/or
loading and restrict as
necessary. Checks to
be recorded.
Position of cables to be
monitored by staff
L
L
Action by
whom
CH
CH
All staff
Risk of injury due to
collision with moving vehicle
H
Organisation
Task/Activity/Event
Staff, performers,
Volunteers,
members of public,
young persons,
children
Traffic management plan in place.
Separation of vehicles from audience
M
Event
M
Staff to restrict
movement
of
vehicles
the
all CH,
All staff
Date of Assessment
GENERAL
GENERAL ACTIVITIES
Name of Assessor: CH
Hazard
Severity
Risk of injury due to
accidental contact with live
cables
H
Staff, performers,
Volunteers,
members of public,
young persons,
children
M
Staff, performers,
Volunteers,
members of public,
young persons,
children
M
Staff, performers,
Volunteers,
members of public,
young persons,
children
Risk of injury, slips, trips and falls
on uneven or wet surface
Crowd control /
Overcrowding
Persons/
equipment at risk
Controls
Contractors to set up power supply.
Staff to ensure all cables are covered
Area inspected before the event and
any findings reported or repaired or
roped off
Staff and Marshalls to monitor any
issues and incidents and report them
to the health & Safety Officer
Likelihood
L
M
L
Risk
Rating
M
L
L
Possible Action/Action
Required
Only qualified persons
to be involves with the
delivery of electrical
power. Care to be
taken during periods of
extreme weather.
Isolate power if
necessary
Area inspected before
and after initial set up
and checked on a
regular basis
Monitor the Craft
Marquee to control
numbers
Action by
whom
CH,
All staff
CH,
All staff
CH,
All staff
Weather
M
Bar
Alcohol, members of the
public becoming intoxicated
M
Staff, performers,
Volunteers,
members of public,
young
persons,
children
Staff, performers,
Volunteers,
members of public,
young
persons,
children
Monitor forecast and liaise with Senior
Staff for alternative arrangements or
cancellation
Bar supplied and
approved operator
operated
M
M
by
M
M
Agree arrangements in
advance for possible CH,
cancellation
Senior
staff
SIA Security on duty
during the event to
control this area
CH, Bar
Operator
Organisation
Event
Date of Assessment
Task/Activity/Event
Name of Assessor:
Hazard
Severity
Persons/
equipment at risk
Controls
Likelihood
Risk
Rating
Possible Action/Action
Required
Action by
whom