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For large events catering for over 2500 people, the Emergency Planning Officer at South Derbyshire District Council should be notified. The officer can provide advice and guidance on planning and organising large events. Contact 01283 228713 or email rob.brittan@south-derbys.gov.uk
The Event Safety Guide is published by the Health & Safety Executive (HSE) and contains detailed information about the Health and Safety factors organisers should take into consideration when planning an event. Although the Guide is aimed at larger events with over 2000 people it also has a small events section and other useful guidance for those organising small events.
Risk Assessment
The purpose of a risk assessment is to identify the hazards that could cause harm, assess the risks that arise from those hazards and decide on suitable measures to eliminate, or control, the risks. The preparation of a written risk assessment is advised for all events so that a structured approach is taken to identifying the risks associated with an event and to communicate the measures being taken to all involved. Event Organisers may be required to carry out a risk assessment in order to validate their insurance. Risk Assessments should cover risks to people including staff, volunteers and visitors and also the property or venue. It can also prove to be a useful tool to help with event planning, predicting potential problems and to brief volunteers on the day of the event. They should be working documents that organisers involved with planning the event continue to use. Template Risk Assessment documents.
Fire Risk Assessment
Under government legislation Event Organisers must appoint someone to be responsible for fire risk assessment. This person should complete a Risk Assessment with specific regard to the risk of fire. In some cases this may be very small but still needs to be carried out. Outside contractors should have their own fire risk assessment, you should ask for a copy. Visit http://www.communities.gov.uk/publications/fire/firesafetyassessment for more information.
Accidents and Emergencies
You should be prepared to deal with minor injuries at your event. You will
need to make sure that you have access to a well-stocked first aid kit and should try to ensure for even the smallest event that someone with basic first aid skills is available. Depending on the size of the event you may need to have St John’s Ambulance First Aiders, although there will be a charge for their services (link to contacts section). The voluntary first aid societies publish guidance and provide training on first aid and may be able to provide volunteers for larger events. You should keep a record of any accident or dangerous occurrence that does occur. This will not only be useful for investigation and insurance purposes but can also be considered as part of the evaluation of the event. Certain accidents are reportable to the Health and Safety at Work Inspectorate: in general, if a member of the public receives a major injury as a result of a work activity you should telephone the Inspectorate as soon as is possible. More information is available from http://www.hse.gov.uk/risk/index.htm
Definitions
Hazards - Any item with the potential to cause harm. This can include substances, machines or methods of work.
Risks - The likelihood of the harm from the hazard being realised, including the number of people who might be exposed.
Risk assessments - A critical analysis to identify hazards and the evaluation of the extent of the risk involved and establishing control measures.
A complete risk assessment programme consists of several components including:
- identification of all hazards
- determination of the risk in terms of severity and the likelihood of harm
- appropriate control measures to reduce the risk to an acceptable level
- record the assessment on appropriate forms – (insert link to template risk assessment)
- implement the control measures
- appropriate training of personnel
- monitoring effectiveness
- regular reviews
Identify hazards with the potential to cause significant harm, loss or damage
In order to identify any factor that may cause harm, loss or damage, you should walk through the activity/event area
Consequences of the harm being realised
The next step is to work out how the hazard, ie the potential harm, could be realised, for example tripping on trailing wires, being struck by objects, electric shock, burns, fire from the use of electrical equipment.
Who could be harmed?
Consider who may be at risk. It could be employees, visitors, members of the public or volunteers. Consider the competence and capability of those who are exposed to the hazard.
Consider the number of persons at risk
This factor is important when you are prioritising preventive action when you are introducing control measures that provide protection to the greatest number of persons.
Consider the frequency of exposure to the hazard
It could be constantly, frequently, periodically, daily, during set up, etc.
Severity of outcome
The severity of any outcome is another important factor to be taken into account when prioritising preventive action. Severity can be grouped into the following categories:
Action already taken to eliminate, reduce or control risk
Consider what action has already been taken to eliminate, reduce or control the risk. This could include physical protection, guard barriers etc, procedure notes, training of employees etc. Have all the statutory requirements been complied with? Have guidance notes or codes of practice, issued by the Health and Safety Executive or other Advisory Bodies, been followed? Are the existing control measures adequate?
Probability of harm being realised (taking into account existing control measures)
Consider the probability of the potential harm being realised, taking into account of existing control measures. Are these control measures adequate?
Further action required
On your risk assessment form when you have mulitplied the likelihood of hazard by the severity of outcome, the following guidelines can help you decide whether further action is needed:
- 1-5: No further controls needed
- 6-8: Further control to be considered, low priority
- 9-15: Further controls required, medium priority
- 16-20: Further controls required, high priority
- 21-25: Immediate action required
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