HSC Activity Form: External Activity

HSC:

Person completing this form:

Event Details

Please fill in details of your event here:

Name of Event:

Date:

Times: To meet –

To start activity –

To end activity –

To return to Hall –

Venue:

Activity:

Ticket price:A ticket price or deposit is recommended so you can give the provider set numbers.

Ticket sales: If you are selling tickets for your event, please provide details of when you will start selling tickets and where from.

Event plan: Please fill in what your event will entail, how will you get there and back, and anything else you plan on doing for your event.

On The Day Team: Please list the members of your committee that will be executing the event on the day. These people will also need to be detailed in your risk assessment.

Why do you think this event will be successful and beneficial? Please detail how you will ensure your event is a success and how it will benefit students living in your Hall.

How many people do you expect to attend this event:

If you are holding any part of your event in your Hall, please discuss your plans with your Hall Manager and insert their comments here: This is so that they can offer their views on logistical issues that may need considering before the project can go ahead.

Budget

Please fill in the budget for your event. The costings filled in can be used as a guide.

Expenditure / Unit Cost / Quantity / Total
Transport
Coach / £250 / 1 / £250
Activity
Entry Cost / £15 / 24 / £360
Tickets
Tickets to be printed / £0.10 / 22 / £2.20
Income / Unit Cost / Quantity / Total
Ticket sales / £5 / 22 / £110
Total Expenditure / £612.20
Total Income / £110.00
Total Event Cost / £502.20

Which HSC account/accounts will this funding come from?

Publicity

Please create a communication plan for how you wish to promote your event. E.g. posters, videos, Facebook, Guild webpage, competitions etc.

Communication Plan:

Top Tips for promoting your event:

Make it look professional – get your event promo designed well and people will be more interested
Start promoting it in enough time so that people haven’t already made plans, but not too far in advance that people forget about it. Small events allow 2-3 weeks, big events or selling tickets allow 4 weeks
Provide food and drinks so that people don’t have to worry about cooking beforehand of afterwards
Try to create a ‘hype’ to an event to get people talking about it – be mysterious or unique in your methods
Show them the benefits of the event, especially if it has a positive impact on the community
Be clear with the promotion – tell people exactly what to expect, where and when the event is
Ask for students input, what do students want to do, where else would they like to go

Health and Safety

Please identify which of the following will be applicable for your event

Public Liability Insurance (if you are using an External Venue,

Coach Company, Hiring equipment or hiring a freelancer or instructor).

Food Hygiene Certificate (if you are bringing an external caterer for

the event or serving food of any kind)

PAT testing (if you are using any electrical equipment)

Liverpool Guild of Students Trip Form (if you are going on a coach trip

and need to sell tickets at reception

External Risk Assessment (if you are planning on engaging in an activity

organised by an external company and at an external venue such as

Paint Balling or Sports.

You must complete a risk assessment for your event. Below is a generic risk assessment for a Hall Social. Please add any other specific hazards that need to be considered for your event and add the person responsible for ensuring the controls for each hazard, these person/s must be in attendance at the event.

Risk Assessment

Event Details

Date:

Time:

Venue for activity:

Full description of activity:

Who was this risk assessment completed by?

Name:

Date:

Phone No:

Email:

Authorisation

Guild Staff Signature: Date:

Significant hazards / Those at risk / Existing controls
(if any) / Risk rating
(see guidance over page) / Further action
(if needed) and by when / Person / group responsible
Severity
1 to 6 / Likelihood
1 to 6 / Risk
out of 36
What could go wrong? / Who would be affected /injured if it went wrong? / What do you currently do to make sure that things don’t go wrong? / Refer to severity in matrix below / Refer to likelihood in matrix below / Times Severity & Likelihood together / What else do we need to do to make sure everyone is safe even if things go wrong? / Who will be there during the activity and responsible for these steps being followed?
Unable to find the group at the beginning of the trip / All Participants /

HSC members will give out one of their phone numbers at the beginning of the trip.
HSC members will make the meeting place and time clear to all attending over email.

/ 1 / 3 / 3
Injury on coach / All participants /

Coach company has valid risk assessment and public liability insurance. Seatbelts provided.
Make sure all participants remain seated and with seatbelts on whilst coach is moving.
Driver to be responsible for organising necessary breaks in travel.
HSC members will have a complete trip form, including mobile numbers and Next of Kin details in case of emergency.

/ 6 / 1 / 6 /

HSC members to contact the duty RA on the day to report any incidents
Incidents should be reported to Caroline Arnold via email after the trip

Leaving people behind at the end of the trip / All participants /

Established meeting point to be made for end of the trip. Everyone will be reminded of leaving time before they leave the coach in Birmingham

HSCmembers will have a Liverpool Guild trip form withthe list of attendees with names and emergency contact details.

HSC members will collect attendees phone numbers in at the beginning of the trip

Students should be advised that it is their responsibility to be at the coach in adequate time.

All students will be made fully aware that they will be responsible for seeking alternative travel arrangements home if they miss their organised coach

/ 1 / 3 / 3 /

Can contact the duty RA for further assistance.
If necessary, the duty RA will make will make contact with the individuals next of kin and inform relevant University and Guild staff where appropriate

Slips, trips and falls / All participants /

HSC members will have a complete trip form, including Next of Kin details.

/ 4 / 1 / 4 /

In the event of serious injury, advised to call emergency services

HSC members to contact the duty RA to report any incidents
If incidents are serious in nature, the duty RA will make contact with the individuals next of kin and inform relevant University and Guild staff where appropriate

Road Traffic / All participants /

HSCmembers will advise attendees on dangers of crossing roads, staying on the pavement at all times, and a reminder to be given about the direction of oncoming traffic.

/ 4 / 1 / 4
Street Crime / Students being robbed for personal belongings and associated injuries /

Students are to be advised that criminals occasionally operate in the area, and that they should be vigilant.
Students are reminded that they have a personal responsibility for their own safety and should not put themselves in unnecessary danger
All students are to have an emergency contact number for the trip leaders
It’s each individuals responsibility to have appropriate personal insurance for their belongings

/ 3 / 2 / 6 /

In the event of serious incident, the trip leaders are advised to call emergency services

Attendee missing from the group / All Participants /

All participants are issued with an emergency contact number for HSC members

HSC members will a have full list of attendees and their mobile numbers

HSC members to consult attendance list if it is brought to their attention that someone is missing from the group and try to contact them via their mobiles

HSC members will have a contact number for the duty RA. HSC members to notify Duty RA as soon as they are made aware of someone missing from the group

HSC members will have a trip form with participants emergency contact details

/ 5 / 1 / 5
Participants not complying with [attraction] Health and Safety Regulations / All Participants / [Attraction] Public Liability Insurance will be obtained before the trip
Individuals are responsible for their own compliance with [attraction] Health and Safety regulations and required to adhere to all requests. / 4 / 2 / 8

RISK Matrix:

Risk =
Severity v Likelihood / SEVERITY (score 1 to 6)
Multiple Deaths / Single Death / Major Injury to Group / Major Injury to Individual / Minor Injury / Trivial Injury
(6) / (5) / (4) / (3) / (2) / (1)
LIKELIHOOD
(score 1 to 6) / Almost Certain / (6) / 36 / 30 / 24 / 18 / 12 / 6
Very Likely / (5) / 30 / 25 / 20 / 15 / 10 / 5
Likely / (4) / 24 / 20 / 16 / 12 / 8 / 4
Possible / (3) / 18 / 15 / 12 / 9 / 6 / 3
Unlikely / (2) / 12 / 10 / 8 / 6 / 4 / 2
Most Unlikely / (1) / 6 / 5 / 4 / 3 / 2 / 1

The matrix can be used to provide an initial breakdown of hazards into three categories as follows:

Risk score of 1-5 - Classified as LOW RISK:Fine tune control measures or keep under review

Risk score of 6-12 - Classified as MEDIUM RISK:Control measures to be implemented and improved

Risk score of 15-36 - Classified as HIGH RISK:Consider stopping activity until control measures are introduce

/ Liverpool Guild of StudentsCharity Number: 1137398
160 Mount Pleasant, L3 5TRCompany Number: 07324992
+44 (0) 151 794 6868