Indoor Event Risk Assessment Template

Indoor Event Risk Assessment Template for England and Wales

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Key Requirements PROMPT example:

I need an Indoor Event Risk Assessment Template for a 500-person corporate conference in March 2025, with specific focus on accessibility requirements and technology hazards as we'll be using significant AV equipment throughout the venue.

Document background

The Indoor Event Risk Assessment Template is a crucial document required under English and Welsh law to ensure the safety of indoor events and compliance with health and safety regulations. It serves as a systematic tool for identifying potential hazards, evaluating risks, and implementing appropriate control measures. This template is designed to meet the requirements of the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and other relevant legislation. It should be completed before any indoor event to demonstrate due diligence and ensure all reasonable steps have been taken to protect the safety of attendees, staff, and contractors.

Suggested Sections

1. Event Details: Basic information about the event including date, location, expected attendance, and event organizer details

2. Hazard Identification: Comprehensive list of potential hazards associated with the event, including physical, environmental, and human factors

3. Risk Evaluation: Assessment of likelihood and severity of identified risks using a standardized risk matrix

4. Control Measures: Detailed actions and procedures to mitigate identified risks, including responsible persons and implementation timeline

5. Emergency Procedures: Detailed response plans for various emergency scenarios including evacuation routes and assembly points

Optional Sections

1. Food Safety Assessment: Risk assessment specific to food preparation, storage, and service, required when food is being served at the event

2. Noise Management Plan: Assessment and control measures for events with amplified music or activities generating high noise levels

3. COVID-19 Risk Assessment: Specific measures and controls related to pandemic safety, required if COVID-19 measures are in place

4. Crowd Management: Required for large events, detailing crowd flow, queuing arrangements, and crowd density management

5. Chemical Handling Assessment: Required when cleaning products or other hazardous substances will be used during the event

Suggested Schedules

1. Schedule A - Floor Plans: Detailed venue layout including emergency exits, fire equipment, first aid points, and key equipment placement

2. Schedule B - Emergency Contact List: Comprehensive list of key personnel, emergency services, and relevant authorities' contact information

3. Schedule C - Equipment Checklist: Inventory of safety equipment, their locations, and maintenance status

4. Schedule D - Incident Report Forms: Standard templates for recording accidents, incidents, and near-misses during the event

5. Schedule E - Risk Assessment Matrix: Standardized matrix used for evaluating and scoring identified risks

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Hospitality
Entertainment
Education
Corporate
Community

Relevant Teams

Operations
Health & Safety
Facilities
Events
Legal
Risk Management

Relevant Roles

Event Manager
Health and Safety Manager
Facilities Manager
Operations Director
Risk Assessment Officer
Compliance Manager
Venue Manager

Industries

Health and Safety at Work etc. Act 1974: Primary legislation establishing general duties for employers, employees, and self-employed persons, providing the overall framework for workplace safety

Management of Health and Safety at Work Regulations 1999: Key regulations detailing specific requirements for risk assessments and health and safety arrangements

Regulatory Reform (Fire Safety) Order 2005: Legislation covering fire safety requirements and emergency evacuation procedures for indoor venues

Workplace (Health, Safety and Welfare) Regulations 1992: Regulations specifying requirements for ventilation, temperature, lighting, and facilities such as toilets and rest areas

Licensing Act 2003: Legislation governing alcohol service and entertainment provision at events

Equality Act 2010: Law ensuring accessibility requirements and non-discrimination provisions for all attendees

Control of Noise at Work Regulations 2005: Regulations managing sound levels and protecting staff and attendees from noise-related risks

Food Safety Act 1990: Legislation governing food safety and hygiene requirements for events where food is served

Control of Substances Hazardous to Health Regulations 2002: Regulations governing the use and management of cleaning products and other chemicals (COSHH)

Manual Handling Operations Regulations 1992: Guidelines for safe handling and movement of equipment and furniture during event setup

Electricity at Work Regulations 1989: Regulations ensuring electrical safety requirements are met during indoor events

RIDDOR 2013: The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, requiring proper incident reporting and documentation

Local Authority Requirements: Specific bylaws and requirements set by local authorities that may affect event organization

Building Regulations: Standards and requirements for building safety and compliance that affect indoor events

Insurance Requirements: Necessary insurance coverage and compliance requirements for event organization

COVID-19 Regulations: Current applicable health and safety measures related to COVID-19 prevention and management

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