Risk Control Table

The table below suggests potential risks and hazards along with control measures that could be put in place to mitigate these risks.

It can help groups to develop a greater awareness of risk factors. It should be used as a reference tool and to complement the support that groups can access from the SU Communities Team and the SU Communities Network.

If you have any risks or controls to add to the table please contact the SU Communities Team.

Risk

What is the potential risk factors and what hazards might these lead too?

Alcohol - Alcohol intake, especially to excess levels, can cause many real dangers. The safest way to control this is to avoid alcohol at events or to drink responsibly.

Communication - If event organisers are not working from the same Activity and Event Planner and aren’t keeping in contact with one another hazards could arise.

Controls

When we are planning and delivering our activities and events what can we do to control and prevent these risks?

Confirm that the event location is in licensed premises. In such premises the conditions on the license should be adhered too and alcohol should not be served to customers whom have already drunk to excess. Games involving binge drinking or consumption of excessive amounts of alcohol should not be played. If someone in the group seems to be drunken and not safe to be alone arrangements should be made to escort them home. Participants should not be made to feel obliged to drink alcohol.

The message between organisers, during planning and also during delivery, should be consistent and clearly communicated between one another. Maintain contact through the activity and event. This could be achieved by using mobile phones. Make sure you have an adequate number of people of the event organising team

Risk

Equipment and services - from externalproviders

Fire

Slips, trips or falls - Injuries as a result of these could be caused by a range of hazards;weather conditions, moving equipment,obstacles or spilt liquid.

Manual handling - Injuries could occur if you are lifting and moving boxes, equipment and heavy items without due care.

Overcrowding - This can happen if you are using a space that is too small for the number of people whom are attending your activity. It is also potentially hazardous if all the participants need to move about the space at the same time.

Controls

Any external providers should provide a copy of their own liability insurance and risk assessments as appropriate. Venues must be consulted on any activities that you plan to carry out there to ensure that they have permitted this.

On campus all of the University buildings have trained fire wardens and clearly signed evacuation points. For events and activities that are not on campus consider any localised arrangements such as fire wardens, evacuation points and refuge points. In both circumstances if any participant has special requirements relating to their mobility please ensure that the fire wardens are made aware of this and that you understand any related arrangements. Event participants should be made aware of fire procedures and any planned fire alarms tests during the duration of their visit.

During the planning stage organisers should think about a safe and appropriate layout for the activity or event. Obstructions should be removed. Spillages should be made safe. Cables should not be left trailing. Signage can be a useful way to highlight potential areas of risk to participants.

USSU Manual Handling Guidelines should be considered. If you are hiring equipment ensure that the provider is the one whom moves the equipment into place.

At the planning stage ensure that the space you are using is fit for purpose. You may need to control the number of participant’s by ticketing the event or counting people as they enter until you are at capacity. Think about a safe and appropriate layout. If your event is a large scale event you may arrange entry support to ensure that the entry process is managed and controlled.

Risk

Poor planning and organising

Special requirements - Participants may have special requirements that if not considered and planned for could cause hazards or could increase hazard risk levels.

Themed events - Such events can be really fun but can also involve risks if care is not taken to plan the event roperly. These risks can be treputational as well as physical.

Travelling between venues - If a large group is travelling around together consideration should be given to other pedestrians and road users.

Weather - This is a major factor to consider in relation to risk; very hot weather, very cold weather – any extremes of weather can be very hazardous and could lead to real danger.

Controls

Successful and safe events are well planned out and well organised. Your group can ensure this by using the range of resources that are available to SU Communities to plan activities and events. Allow plenty of time for event planning.

Ensure that full disabled access is available in any spaces that you use and that these are functioning and available on the day of the activity or event. Communicate any special requirement arrangements to anyone whom should know about them.

The theme should not be controversial or be likely to cause o�ence. Think about a theme in the wider context of society not just in relation to your group. The theme should not encourage excessive behaviour. The theme should be weather appropriate.

Avoid large groups of people blocking the pavements or spilling out onto the road. If the activity involves people drinking alcohol then the route should be planned out and the group leader should remain relatively sober.

Event organisers to check the weather forecast and observe conditions. You can also look at national weather warnings as appropriate. Participants should be advised of the forecast and conditions and guided to prepare accordingly by wearing suitable clothing. Anyone not wearing suitable clothing will not be eligible to participate. An event can, and should, be cancelled if the weather is causing too significant a risk for it to go ahead.