Upload the Risk Assessment to your Event Form or email completed forms to

RISK ASSESSMENT GUIDELINES

Risk assessments are documents which detail all reasonable risks that your activity may incur, and what you will do to minimise the risks. Not only do they show that you are organised, but it demonstrates that the activity will be run in a responsible manner.

If something goes wrong at your event (for example: an attendee injures themselves), our insurance will need to see the risk assessment in order to cover you against any claims made.

Example risk assessment item

Identify hazard / Who may be harmed and why / Decide on precautions
Trailing cables / Trailing cables may be a trip hazard to all attendees / Tape down all cables and ask people not to run

The Union has created a basic Risk Assessment which covers most activities. This automatically applies, but we ask you review and amend the Risk Assessment based on each activity or event. Activities covered by the basic Risk Assessment are:

  • Workshops
  • Talks
  • Bake sales
  • Performances

UNION OF BRUNEL STUDENTS - RISK ASSESSMENT

Group Name: / Event Name: / Date And Time Of Event:
Significant Hazards
e.g. trip, falling objects, fire, explosion, noise, violence etc. / Likelihood
(1-5)
1 – Highly Unlikely, 2 – Unlikely, 3 – Possible, 4 – Probable, 5 - Certain / Control Measures
e .g. Guards, Safe Systems of Work, Training, Instruction, Authorised Users, Competent Persons, Signage, Personal Protective Equipment (PPE) / Further Actions / Staff/ Student Responsible
High risk activities / 2 / High risk events, e.g. involving fire hazards, dangerous activities or unusual locations, must be agreed with the Head of Health and Safety and Student Activities. Email to discuss further. / Any high risk events to be cleared with the University and SU before going ahead.
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Delete chart / Society, the Union and Health and Safety Department
Breakout of fire / 2 / Ensure all staff and stewards know what to do if the fire alarm sounds or they discover a fire.
Staff and stewards clear room and direct people to fire assembly point.
More information at
If activity likely to activate fire alarm (dust, steam etc), check with Health and Safety before covering smoke or heat detectors. / All helpers are told the fire procedure.
Fire talks to be given before large events. / Society, the Union and Health and Safety Department
Use of specialised equipment / 2 / Ensure all users have been fully trained with the equipment.
Always have staff around in the venue for safety and support. / All users are trained to use the equipment.
Introduction to equipment by trained staff before it is used. / Society, the Union and Health and Safety Department
Children and Vulnerable People / 3 / Are people under 18, or vulnerable people, invited or expected?
If so, they must be supervised at all times whilst on college premises.
Check you have enough experienced supervisors (includes parents, teachers or carers).
Check if staff and helpers need Disclosure and Barring Service (DBS) clearance.
Are planned activities safe and suitable for children and vulnerable people? / Events are 18+ by default. / Society and the Union
Security / 3 / Inform Student Activities of security risks at least 4 weeks in advance of event.
Extra security cover may be needed at weekends and in evenings.
Designate society committee members to collect tickets at entrance if required.
Ask guests to bring invitations/ID/email confirmation with them. / Inform the Union of the event.
Hire additional security if required by speaking to Student Activities in advance of the event.
Have a guest list with names, and make sure these are checked on entry.
All student-only events must have student ID present. / Society, the Union and Security Department
Electrical safety / 3 / Avoid trailing cables - position equipment near power/data sockets.
Avoid overloading sockets - check sufficient power sockets in room, used fused extension sockets.
Equipment that is not provided by the University of the Union should be PAT tested before use – contact Student Activities at least 4 weeks in advance of the event to organise this.
Keep electrical equipment and cables at least 1 metre away from liquids.
Use purpose designed cables etc. for outdoor events. / Power cables are to be covered or taped down.
Do not chain extension sockets.
Liquids to be handed out in a separate area from electronics.
Use surge protected extensions when possible. / Society, the Union, Health and Safety Department
External speakers / 3 / Are you planning to have any speakers or guests who are not Brunel students or staff?
You must formally request clearance for these external speakers or guests in the event form no less than 20 working days. / Inform Student Activities of the event no less than 20 days before your event date by submitting an event form. / Society, the Union and the University
Transport to External Venue or Activity / 3 / Ensure all trip organisers are have full location details and complete the trip form at least 2 weeks in advance of departure date. / Ensure minibus drivers undertake the Student Activities Minibus Test and are fit to drive on the day.
Take public transport where possible. / Society and the Union
Accessibility / 4 / Are people invited or expected, who have impaired mobility, sight or hearing?
Request details of individual needs on invitations.
Check wheelchair access to rooms and facilities, induction loops, arrangements for helper or guide dog etc. if needed.
Contact Student Activities to book car parking for invited disabled visitors. / Make sure all rooms are accessible to impaired mobility.
Request details of possible accessibility considerations before event.
Request details of specific dietary requirements. / Society and the Union
First Aid / 4 / Ensure society committee members and helpers know location of first aid box and nearest first aider. / A designated helper or two are given the location of the first aid box.
Ensure event organisers have contact details for Security: +44 (0)1895 255786 / Society, the Union and Security Department
Over-crowding in rooms/areas used / 4 / How many people are invited / expected?
Check max capacity when booking room.
Check whether room has suitable layout for event. / Ensure large events are ticketed.
Check-in or register attendees to accurately count the maximum numbers of attendees.
Never exceed the room’s capacity limit. / Society and the Union
Food and Refreshments / 4 / Inform the Student Activities if you plan to sell alcohol at the event (licence required).
Check with Student Activities that food can be delivered/consumed in the building/room.
Always ensure attendees are aware of allergens in food you are providing.
Information about food hygiene law and good practice at
Ensure caterers will remove leftover food, rubbish and crockery afterwards.
If self-catering, designate society committee members to clear and dispose of leftovers and rubbish etc. / Make sure all allergies and dietary requirements are taken down.
Catering companies are to adhere to food hygiene and preparation laws.
Have rubbish bins and remove uneaten food after consuming times. / Society and the Union
People unfamiliar with buildings / 4 / Display signs directing visitors to room(s).
Designate stewards to direct larger numbers (over 25 people). / Have stewards at designated areas to signpost.
Directional signs/posters to the room for small events. / Society and the Union
Car parking and deliveries / 4 / Warn visitors that car parking is limited and provide details of public transport.
Travel details to campus available at
Notify Student Activities in advance of deliveries of marquees, equipment etc. to campus. / Car parking is handled by the Eastern Gateway Reception.
Attendees should be encouraged to travel by public transport. / Society
Manual handling and trip hazards / 5 / Keep routes clear for participants, helpers and passer-bys, including when setting up and clearing away.
Contact Student Activities at least 2 weeks in advance to book distribution services to set out furniture and equipment if necessary.
Use trolleys to move heavy loads.
Allocate sufficient time and people to move loads safely. / Helpers to make sure all fire exits and designated walkways are clear of wires, bags etc.
Make sure there are enough helpers to set up events so they aren’t overworked.
Book Distribution by contacting Student Activities if necessary. / Society, the Union and the Distribution Centre
Noise / 5 / Be a considerate neighbour and keep noise levels below 60 decibels outside the room where possible.
Schedule noisy events for times and dates to cause least disruption to other staff, students and residents.
Inform Student Activities in advance, if local residents could be disturbed. / Loud events should to be hosted in certain venues allocated by Student Activities, making sure to adhere to sound level laws. / Society and the Union

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