Event Risk Assessment Templates
Mitigate risks in the field and ensure your next event runs safely.
Mitigate risks in the field and ensure your next event runs safely.
Published 23 Sep 2021
An event risk assessment is a practice of identifying potential safety hazards that could occur before, during, and after an event. It can help event planners and coordinators prepare for emergencies and ensure events run safely.
Event Risk Assessment Templates are used by event planners and organisers to identify potential hazards and implement preventive measures. This template includes fields to assess the following information:
The likelihood of hazards occurring increases when more people are involved in both the preparation and the execution of an event. A single, overlooked detail can be disastrous. Conducting a event risk assessment helps to minimize the risk of preventable hazards from occurring. Using event risk assessment templates and forms, as shown in the image below, can significantly improve safety and help ensure a successful event by establishing proper preventive measures to avoid accidents and injuries.
Here are the top 5 event hazards that planners need to be aware of and prepare for while conducting an event risk assessment:
The responsibility of an organizer is to ensure that all people involved in an event are kept safe throughout the event. This makes the event preparation a serious and stressful process to take. Here is the step-by-step procedure for carrying out and writing an event risk assessment:
It is the event planner’s responsibility to coordinate with staff and contractors to ensure that equipment, amenities, venue facilities, and consumables are safe and that sufficient security is implemented before, during, and after an event.
Some tips for preventing the top 5 event hazards:
After all potential hazards are listed and determined, the risks, their levels, and severity should be evaluated thoroughly. This assesses the likelihood of these risks and the consequences associated that may occur during the event. The likelihood should answer the question “How likely is the person to be injured if exposed to the hazard?”, and the consequences should determine how bad the most severe injury will be if exposed to the hazard. Read more about risk assessment here.
This is the last phase of the event risk assessment where actions, measures, and safety protocols are established. This helps with eliminating, reducing, and mitigating the risks. This includes removing the hazards entirely (elimination), replacing dangerous equipment with a safer one (substitution), containing or placing the hazard on a guarded design (engineering), training key individuals, and thoroughly monitoring the procedures (administrative), and usage of personal protective equipment (PPE).
All findings must be documented so that it can be reviewed and revised for future safety purposes. By using digital recordkeeping tools, organizers can easily conduct and document event risk assessments while using their mobiles and tablets. These records provide evidence of the assessments carried out that can be a good basis for best event planning practices.
Below is a sample of an event risk management plan for an outdoor concert:
Area of Concern: Crowd Management
Description of Event Hazard:
– Pinch points
– Overcrowding
– Potential conflict regarding entry to the event
Persons at Risk:
Senior citizens and persons with disabilities (PWDs)
Severity of the Risk: Minor Injuries
Likelihood of the Risk: Unlikely
List preventive measure/s taken:
– Public Address (PA) system in place
– Appropriate number of identifiable marshals on site with radio system
– Marshals have been fully briefed prior to the event
List measure/s that can be taken to further minimize the risk:
Implement a limit on the number of attendees
Conducting event risk assessments requires event planners and coordinators to perform inspections while being onsite. Gathering data and photo evidence can be cumbersome and returning to the office is time-consuming.
Using a mobile inspection app like iAuditor by SafetyCulture can help you streamline your event risk assessment process. Perform bespoke risk assessments using hand-held devices, capture photo evidence of hazards and alert contractors and staff of follow-up actions. Generate reports instantly on your hand-held device and easily access them online. Save time on paperwork so you can spend more time fixing hazards and preparing for your next safe event.
An incident report form should be completed for any accidents, injuries or equipment damage before, during or after an event. Capture detailed information about the incident, include details of all persons involved and relevant contact information. Gather witness statements and take detailed photo evidence.