Template - Day Conference Risk Assessment

The ‘Event Owner’ should complete the Event Details below and then:
1. complete each of the relevant sections, entering initials of the person who is assigned responsibility to apply the mitigation methods
prescribed, or ‘N/A’ if the risk is not relevant.
2. review the completed Risk Assessment with the [responsible group / person] before the event occurs; the Chair of the Directors
must sign off the Assessment before the event takes place.
3. ensure that a copy is stored on file electronically and hard copies are available to the Organising Team at the event for reference.

Event Details

Event name: Event name Venue: venue name

Date of Event: Event date Start and Finish Times: 11:00am to 5:30pm

Name and contact details of Venue Will they be present during the event?
Manager: name Yes / No

Name and contact details of Venue’s Emergency Will they be present during the event?
Contact: name Yes / No

Does the venue have its own Risk Assessment for events? Yes / No
Does the venue have a ‘Guest & Visitor Management’ Policy (to manage others Yes / No
on site during the Event)
Have these been reviewed and approved by the‘Event Owner’? Yes / No

Assessment by: name (‘Event Owner / Host’) Contact details: 00000 - 000000

Signed off by: Date:

person responsible
People & Property Related Risks
Activity/Hazard/
Risk Mitigation Requirements Responsibility Status
Risks
Venue Manager contact All Organising Team members need to know and have a means of contacting the
name
Venue Manager or whoever is responsible for the venue during the Event.
Venue Emergency All Organising Team members need to know and have a means of contacting the
name
contact Venue’s Emergency contact who should be available in case of emergency on site.
Venue ‘Guest & Visitor All Organising Team members need to understand the venue’s ‘Guest & Visitor
name
Management’ Policy Management’ Policy i.e. managing others on site during the Event.
Attendance Register A register of Event Participants must be maintained and be held in a location known name (at
to the Organising Team for use in the event of an emergency e.g. evacuation. Reception)
Welcome & Unwelcome Sufficient Organising Team members should be available to welcome incoming Event
names
Guests Participants (and validate / check off against the Attendance Register).
Inappropriate Guest To avoid reputational risk, all Organising Team members need to be briefed on what name
Behaviour action to take in the event of inappropriate Guest behaviour or comments.
Accessibility Ensure adequate ramp access and lift facilities for disabled persons. name
Fire Safety Ensure that all Organising Team members know:
 locations of Fire Exits, the Emergency Evacuation procedure and the Assembly Point.
name
 that all Fire Exits can be accessed and opened.
 any venue-specific fire procedures and precautions.
Electrical Safety Check all venue-provided electrical equipment for faults or damage.
Use venue-provided equipment in accordance with manufacturer’s and venue’s
name
instructions.
All electrical equipment to be operated by Organising Team only.
Trip Hazards Ensure there are no trip hazards: tape down loose wires or carpet. name
Toilets Ensure Toilets are clean with soap and hand towels available. name
First Aid Ensure that all Organising Team members know:
 the location of First Aid points and the identity of First Aiders - both venue staff and
any First Aiders in attendance.
name
 any venue-specific safety instructions.
 any venue-specific arrangements for contacting emergency services.
 the venue’s arrangements for recording any incidents or injuries.
Disabilities & Medical Any known disabilities and medical problems should be recorded on the Attendance
name
conditions Register.
Food Allergies Any known food allergies (per ticket booking information) should be recorded on the
name
Attendance Register.
Briefing event Ensure event participants are aware of:
participants  locations of Toilets.
 locations of Fire Exits, the Emergency Evacuation procedure and the Assembly Point.
 First Aid arrangements. name
 venue boundary limits.
 their responsibility for their personal belongings at all times (and that any unattended
items will be put aside in a supervised Lost Property area).

Money Management & Valuables Risks

Activity/Hazard/
Risk Mitigation Requirements Responsibility Status
Risks
Cash handling Ensure 2 or more people count and securely store any cash e.g. last-minute tickets sales. name
Theft Ensure all guests keep to the venue areas identified as available for them. Org Team
Setting-Up Related Risks
Activity/Hazard/
Risk Mitigation Requirements Responsibility Status
Risks
Heavy Lifting Ensure that:
 the Organising Team and any volunteers helping unload, move or load heavy items
and delicate / valuable equipment know how to do so in a safe manner (heavy
objects should always be carried by two or more people following appropriate name
manual-lifting guidelines).
 any heavy or large equipment (such as front of house speakers or projector screens)
are assembled by two or more people.
Staging If venue staging is used as provided or in a modified arrangement, ensure that:
 it is (re)assembled using the correct fixings and locking equipment.
 stage edges are clearly defined (white or high-vis tape) to negate possible trip hazard. name
 suitable steps are available to allow authorized persons to access the stage safely.
 no unauthorized persons are allowed on-stage.
Use of ladders Ensure that the Organising Team and any volunteers understand how to use
name
ladders safely, if required, e.g. two people minimum - one to climb, one to stabilise.
Layout management Ensure sufficient seating for expected event participants (if audience exceeds seating
arrangement, ensure additional seating does not compromise fire exits and doorways).
Consider line of sight to stage, lectern, screens, etc. when arranging chairs.
Arrange chairs and tables to ensure ease of exit e.g. no more than 12 in a row, aisles at
least 1 metre wide and easy access to any doorways or fire exits.
Leave specific areas for any wheelchair users with adequate space to manoeuvre. name
Ensure:
 spillages are dealt with promptly.
 all exits are kept clear.
 potential trip hazards are removed.
 adequate lighting (check venue arrangements for emergency lighting).
Electrical Safety Tape down electrical cables with duct tape to avoid trip hazards.
name
Keep liquids away from electronics; deal with spillages promptly.
Lighting Where possible, fix or adjust lighting so that spotlights do not shine directly into the eyes
name
of event participants.
A/V Equipment Ensure operators are fully briefed on the use of venue-provided equipment and its
name
integration with provided equipment.
Sound Ensure speakers are securely and appropriately positioned to maximize audibility without
being unduly loud for any event participant.
name
Make appropriate arrangements for any event participants who are hard of hearing e.g.
test and use ‘loop’ system, if available.
Catering & Food Safety Risks
(assumes that all food is bought-in and/or that if there is any on-site food preparation it is undertaken by venue staff or professional caterers)

Activity/Hazard/
Risk Mitigation Requirements Responsibility Status
Risks
Food Hygiene Ensure that caterers:
 have good records of health, hygiene and safety to prevent any incidents.
name
 have, and maintain, clean equipment to avoid contamination.
Identify any Organising Team members who have a Food Hygiene Certificate.
Kitchen / Food Prep. Ensure that Kitchen / Food Prep. area doors remain closed to signify out of bounds.
areas name
Ensure that event participants keep clear of these areas.
Food storage & Ensure that delivered food e.g. lunch packs, are stored appropriately e.g. refrigerated,
name
refrigeration separated to avoid cross-contamination.
Drinks Ensure that: name
 only catering staff replenish hot drink containers e.g. flasks, pump-pots
 cups provided for hot drinks are suitable for holding very hot liquid.
Distribution and labelling Ensure that:
 food and drink items for distribution to event participants are clearly and properly
labelled to identify content, allergens and special diet items. name
 sufficient Organising Team members are available to assist safe and efficient
distribution