FAB Events: Risk Assessment Help
When booking the Agora or the Mezzanine Space within the FAB for an event, you must complete a Risk Assessment Form.
In this form, you must identify hazards and assess any potential risks that may occur during the event or exhibition, so that existing or the proposed control measures can be assessed for adequacy. The key question for those responsible for assessing and managing risk should be "are the existing controls adequate?". If the answer to that question is "NO" then further controls need to be developed and applied.
Risk Assessments should be completed by a member of the event staff, ideally the organiser and reviewed by a Health and Safety RepresentativeLink opens in a new window. Final sign off should be from the event manager's line manager or departmental authority.
We have created a Risk Assessment TemplateLink opens in a new window for FAB Events and Exhibitions, you can utilise this as a basis for your own Risk Assessment.
A risk assessment Moodle Training PackageLink opens in a new windowLink opens in a new window has been developed to help you understand how to determine hazards and then to assess the associated risks. This training covers the University's approach to risk assessment and is for all staff who are required to carry out risk assessments at the University, regardless of what other health and safety training they may have otherwise received.
If you require access or any further information discuss with your Departmental Contact or get in touch with the Health & Safety team by using the Assure system and filling in an 'Ask for Advice' formLink opens in a new windowLink opens in a new windowLink opens in a new window.
What is a Hazard?
A hazard is something with the ‘potential to cause harm’, but not all hazards present a risk to individuals, especially if they are adequately controlled: something can be a hazard whilst at the same time presenting a negligible level of risk. Without identifying all hazards, and subsequently assessing whether they present a risk or not, individuals with responsibility for the health and safety of others cannot discharge their duty of care easily.
Some common hazards within Agora and Mezzanine Events that you may need to consider for your Risk Assessment are:
- overcrowding
- slips and trips
- blocked fire exits
- blocked walkways and doors
What is a Risk Assessment?
A Risk Assessment is the process of assessing an activity or FAB Event Space in order to identify the hazards involved and the degree of risk arising from those hazards. For each and every hazard the question to be asked is:
Is the level of risk, taking into account the existing control measures or precautions, acceptable?’
If the answer is NO, then more controls will be required – for more detailed instructions on the completion of adding control measures, please look at the Health and Safety Team's Risk Controls page. If the answer is YES, then those controls need to be implemented and monitored to ensure they remain in place and are working (for further information, please see the Health and Safety Team's Performance Monitoring page).
The risk assessment process
The risk assessment process involves the following 5 steps:
- identify the hazards of the space and the activities intended.
- determine the people who might be affected*.
- assess the risks
- decide whether further controls or precautions are needed
- ensure that control measures are used and maintained.
*Those carrying out risk assessments may consult with staff involved in the activities and encourage their participation in the process.
Once completed and signed off, the Risk Assessment can be sent over to the Faculty of Arts Office so that the event booking can be approved.
The Hierarchy
Health and Safety law requires that control measures be considered in a strict priority order, using what is referred to as a risk control hierarchy. The hierarchy to be considered is:
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1. Eliminate the hazard – remove the hazard from the activity altogether. |
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2. Substitution - replace the event or activity with a less hazardous one |
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3. Engineering controls - separate people from hazards by setting up controls to ensure people are kept away from the potential risk. |
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4. Administrative controls - implementing any procedures required to run your event safely. |
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5. Personal Protective Equipment – this should only be considered after all other control measures above have been considered and found not to be reasonably practicable. |
Who Might Be At Risk During My Event?
Whether you are running a small event or a large one, it is important to consider who your audience and attendees will be, and how the environment of the FAB and your activities planned might pose a risk to individual. Below are some things to consider when filling in your risk assessment, and what might be a particular risk.
For This Group: |
Please Consider: |
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Staff and/or students (see also 'vulnerable groups') |
Whether paid or unpaid, a visiting academic, or whether temporary, fixed term or permanent, an apprentice or on work experience, this group applies to all staff or students engaging in a FAB Agora Event. Consider:
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| Members of the public and/or visitors |
This group would include attendees of an organised event e.g. those coming to an open day, those attending a conference or those engaging in an outreach project as well as persons who may be simply walking through campus (and just be in the vicinity), local residents, etc. Consider:
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| Young people under 18 years of age |
This could be young people visiting from local schools and attending an event day:
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What Type of Risks Are Associated With My Event?
Each type of event have various risks and hazards that come with it, and it is important that these are considered and controlled within your risk assessment.
For This Event: |
Some potential hazards may be: |
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Banner Displays |
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| Stall Pop-Ups, After-Lecture Refreshments or Small Gatherings |
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| Art Exhibition Displays |
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| Performances |
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| Module Fairs, or similar extensive stall setups |
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