General Information

Description of the
Activity:

Public Music Event

Project Name:

Community Prom in the

Park

Event Address/
Location:

A23 Recreation Ground,

Brighton Road, Horley,
West Sussex

Event Organiser:

Brief Description of
event:

Key Duties:

Specific Hazards
Identified:

Project Ref:
Start Date/Time:
Finish Date/Time:

Ref No: 763/07

763/07

08.00 Saturday
21/7/2007
22.30 Saturday
21/7/2007

Manager,
Brambles
John Fisher
Role:
Tel:
01293 771644
Respite Care
Centre
The event is a "Prom Concert" to raise funds for two local charities
(Brambles Respite Care Centre and Horley Round Table). The performers
are a local concert band who have a great deal of experience with this type
of event. The programme is targeted at families in the Horley community
i.e. light classics and well known pieces of popular music. The final pieces
will include traditional Proms items - Jersualem, Pomp and Circumstance,
Fantasia on British Seasongs and a short version of the 1812 overture with
4 minutes of fireworks at the end.
Security and Crowd Control: Surrey Police and Group Four
Perimeter Security: Group Four
Traffic Control: Surrey Police
First Aid: St Johns Ambulance Service
Access to Site and Ticket Sales: Brambles Respite Care Centre and
Horley Round Table
Fireworks: Imperial Fireworks
Access and Egress
Site Security
Lost Children
Prevention of Public Nuisance and First Aid
Event Evacuation
Firework Show (Separate Risk Assessment from Imperial Fireworks)

Introduction to Risk Assessment Process

Risk assessments are required to enable organisers to identify the potential
hazards and risks that their employees may encounter in the course of their
work. Although many risks are self apparent, such as falling from heights, many
others are not.
The risk assessment process can therefore be used to identify and evaluate the
risks that are presented by the activities we undertake each day, and to develop
control measures to either eliminate or control the effects of the hazards. For
every assessment, it is equally important to ensure that those affected are
informed of the risks and of the proposed control measures to ensure that they
are not placed at unnecessary risk.
Organisers, of any public event, are required to carry out risk assessments by
law. The Management of Health and Safety at Work Regulations 1999,
specifically require Organisers to undertake an assessment of the risks to, not
only its own employees, but also to other persons not in their employment, who
may be affected by their activities. This requirement applies generally to all of
the activities and work carried out by an organisation.
Although there are no specific requirements under the Management of Health
and Safety at Work Regulations, as to when a risk assessment should be carried
out, it would be advisable to ensure that the assessments are carried out during
the preparation and planning stages for the work.
Risk assessments should always be carried out by a competent person. This is
someone who is experienced and familiar with the work process; has an
understanding of the risks and hazards which the event entails, and who has an
understanding of the likely health and safety requirements.

Risk Assessment Process

Before the risk assessment process is considered, it is essential to ensure those
reading and using the Risk Assessments have a clear understanding of the key
terms. These are summarised below:

HAZARD
LIKELIHOOD
SEVERITY
RISK

Something with the potential to cause harm

The probability of a hazard being realised
A measure of the harm caused by the hazard
This is a combined assessment of the likelihood
and severity for any given hazard

When assessing the likelihood and severity, the following tables can be used for
guidance:

LIKELIHOOD
Title

Description

SEVERITY
Score Title
Catastrophic

Probable

Likely to occur several

times in the relevant
period.

Description

Score

Death or total systems

loss

"Major" injury or
illness.

3
Critical

Major damage

Major environmental
impact
Loss of time/injury
Serious
Occasional

Likely to occur at least

once in the relevant period

Unlikely to occur in the

relevant period

Routine maintenance
repair
Very minor

Environmental impact
First Aid Accident

2
Marginal

Remote

Illness or damage

Negligible
Little consequence

2
1

From the above, the risk can be assessed, and the following table can then be
used to determine the risk score/rating:
Frequent
Occasional
Rare
Score
10+
5-9
1-4

Catastrophic Critical
Serious
Marginal
Negligible
15
12
9
6
3
10
8
6
4
2
5
4
3
2
1
Actions (All risks must be eliminated or reduced as far as is reasonably
practicable)
Very High Risk - Not acceptable. Apply mitigation to eliminate or to
further reduce the risk.
High Risk - Apply mitigation to eliminate or reduce the risk, and if it
remains a high risk, develop robust control measures to limit and
manage the effects of any hazards.
Low Risk - May be accepted if all reasonably practicable control
measures are in place, however, if more can be done to reduce or
eliminate the risk, then it should be done.

The steps to be taken during the risk assessment process are summarised
below:
Review the task and activities which are to be carried out
Identify the hazards associated with each task
Where possible modify or redefine the tasks so as to eliminate the
identified hazards
Where the hazards cannot be eliminated, assess the likelihood and
severity of the hazards to give a risk score or risk rating
Give further consideration to the management and control of the High and
Very High Risks
Identify the persons affected by the hazards and wherever possible restrict
access to those persons carrying out the task, so that others are not
affected
Develop a safe system of work and ensure the appropriate control
measures are identified
Personal Protective Equipment (PPE) should always be provided as the
last line of defence
Ensure information about the hazards, risks and control measures are
communicated to those undertaking the work (keep a record of all briefing
sessions held with staff see attached briefing record)
Ensure a safe system of work is implemented in accordance with the risk
assessment and any method statements and permits to work etc

 Ensure adequate supervision is provided to enforce and monitor the

effectiveness of the control measures

Slips, trips and falls from trailing leads

Accidents/Injuries due to traffic congestion
Accidents and injuries due to long entry queues to event site

Risk Assessment Scores:

10+ Very High Risk

5-9 High Risk

Likelihood x
Severity

Negligible

Critical

Remote

Key hazards associated with the above task/activity.

Risk
Score

Severity
Catastrophic

Likelihood

Score:

1
2
3
4
5
6
7
8
9
10

23/11/2016

Probable

Ref.

Date Prepared:

Marginal

HAZARDS

SMS01
Serious

Access and Egress

Risk Assess.
No.:

Occasional

Task/Activity:

4
4
4

1-4 Low Risk

PERSONS AFFECTED
Event Organisers

Members of Public

Site Visitors

Event Oficials

Young Persons

Others

ADDITIONAL CONTROL MEASURES

Information & Physical Controls

All event officials to be aware of their duties prior to

the commencement of the event.
Ensure clear traffic signage to alleviate any
congestion
Police/event officials to direct traffic to car parks
Event officials to ensure pedestrians remain on the
pathways and not on the road
Ensure adequate entry points to the site are
available
Ensure main lighting system is adequate for whole
area

Managerial & Procedural Controls

Event organisers to ensure clear levels of

communication between all official parties
Event organisers to ensure adequate traffic and crowd
information signage is available prior to event
Event organisers to monitor crowd control and act upon
any delay in accessing the site
Event organisers to ensure all key personnel are in
radio contact with each other and the central control
point
Ensure the findings of this risk assessment are made
aware to all event officials

Final Risk Assessment Scoring With Adhered Controls

Injury during theft of monies to event personnel

Risk Assessment Scores:

10+ Very High Risk

5-9 High Risk

Likelihood x
Severity

Negligible

Critical

Remote

Key hazards associated with the above task/activity.

Risk
Score

Severity
Catastrophic

Likelihood

Score:

1
2
3
4
5
6
7
8
9
10

23/11/2016

Probable

Ref.

Date Prepared:

Marginal

HAZARDS

SMS02
Serious

Event Security

Risk Assess.
No.:

Occasional

Task/Activity:

Low to Medium

1-4 Low Risk

PERSONS AFFECTED
Event Organisers

Members of Public

Site Visitors

Event Officials

Young Persons

Others

ADDITIONAL CONTROL MEASURES

Information & Physical Controls

The site to be fenced with a stringent ticket only

policy
Ensure all takings from the event are regularly
moved from the entry points and secured
Entry points to be in contact with main control point
during the active part of the event

Managerial & Procedural Controls

Event Organisers to remain in contact with Surrey

Police and Group Four at all times.
Ensure the findings of this risk assessment are made
aware to all event officials

Final Risk Assessment Scoring With Adhered Controls

Low Risk

23/11/2016

Children loosing their guardians

Risk Assessment Scores:

10+ Very High Risk

Likelihood x
Severity

Negligible

Marginal

Critical

Remote

Key hazards associated with the above task/activity.

Risk
Score

Severity
Catastrophic

Likelihood

Score:

1
2
3
4
5
6
7
8
9
10

Date Prepared:

Probable

Ref.

SMS03
Serious

HAZARDS

Risk Assess.
No.:

Occasional

Task/Activity:

Lost Children & Protection of

Children from Harm

5-9 High Risk

1-4 Low Risk

PERSONS AFFECTED
Event Organisers

Members of Public

Event Officials

Young Persons

Site Visitors
X

Others

ADDITIONAL CONTROL MEASURES

Information & Physical Controls

Lost children will be directed to Police Control Point

via announcement over public address system
Any child found without a responsible adult will be
taken to the lost child area (Police Control Point)
and announced over PAS (not giving childs name)

Managerial & Procedural Controls

Event Organisers to remain in contact with Surrey

Police and Group Four at all times.
All staff dealing with children to be CRB checked prior
to event.
Ensure the findings of this risk assessment are made
aware to all event officials

Final Risk Assessment Scoring With Adhered Controls

Low Risk

Minor injuries during the course of the event

Alcoholic inebriation

Likelihood x
Severity

Negligible

Marginal

Critical

Catastrophic
5

4
6

10+ Very High Risk

Risk
Score

Severity

Remote

Key hazards associated with the above task/activity.

Risk Assessment Scores:

23/11/2016

Likelihood

Score:

1
2
3
4
5
6
7
8
9
10

Date Prepared:

Probable

Ref.

SMS04

Serious

HAZARDS

Risk Assess.
No.:

Occasional

Task/Activity:

Prevention of Public Nuisance

and First Aid

5-9 High Risk

1-4 Low Risk

PERSONS AFFECTED
Event Organisers
Event Officials

Members of Public
X

Young Persons

Site Visitors

Others

ADDITIONAL CONTROL MEASURES

Information & Physical Controls

Beer tent to be regularly patrolled

Nuisance drinkers to be asked to leave and escorted
off site
Police to be informed of any troublesome people
and arrested or evicted from the site
First Aid tent to remain fully staffed throughout and
to be in radio contact with other event personnel in
order to react to any injury without delay

Managerial & Procedural Controls

Event Organisers to remain in contact with Surrey

Police and Group Four at all times.
Beer tent staff to be reminded not to serve intoxicated
persons
Ensure the findings of this risk assessment are made
aware to all event officials

Final Risk Assessment Scoring With Adhered Controls

Task/Activity:

Emergency Evacuation of the

Low Risk
Risk Assess.
No.:

SMS05

Injuries caused by panic

Risk Assessment Scores:

Negligible

Critical

Catastrophic
5

10+ Very High Risk

Risk
Score

Severity

Remote

Key hazards associated with the above task/activity.

Score:

1
2
3
4
5
6
7
8
9
10

Occasional

Probable

Ref.

Likelihood

Marginal

HAZARDS

23/11/2016

Likelihood x
Severity

Date Prepared:

Serious

Event

5-9 High Risk

1-4 Low Risk

PERSONS AFFECTED
Event Organisers

Members of Public

Site Visitors

Event Officials

Young Persons

Others

Procedural Controls

In the event of the event having to be evacuated for any reason, the following guidelines should be followed:
Event officials should be made aware of the situation before the general public to ensure they can assist
in the evacuation of the area.
The music should be stopped before any announcement
Main lights should be turned on
Announcement should be made over the public address system stressing the need not to panic
Public should be informed which exit they should leave by and where they should go ( staff to Air Balloon
Public House)
Any lost or separated children will also be taken to the Public House to be reunited with their families

Ensure the findings of this risk assessment are made aware to all event official

Final Risk Assessment Scoring With Adhered Controls

RISK ASSESSMENT BRIEFING RECORD

Low Risk

BRIEFING TITLE:
Applicable Risk
Assessments:
Briefing Given By:

Ref.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Event Officials Name

Date:

Signature

Comments