Event Risk Assessment and plan

This form is to help you think through the activity in advance of the day to ensure it is well planned, everyone has a great time and isn’t put at any unnecessary risk.Use an additional blank sheet of
paper if this has insufficient space to record details. / Description of planned activity
What / ? Event
Where / ?
When / Day/date
Coordinator / Key contact

*If the risk, after the plan, is unlikely to happen or will not cause serious injury then it is an acceptable risk. If the risk, after putting together the plan, is likely to happen or cause serious injury then this is an unacceptable risk and an alternative plan must be made. This could be changing the location or some other precautions. Contact the RideWise Coordinator if you are unsure.

Hazard
Delete if not applicable / Who could this affect?
volunteers (V)
Instructors(I)
children (C)
venue users (VU) / What can you do to lower the risk?
Consider these suggestions and use them where appropriate with anything else that occurs to you. / Plan to manage this hazard
E.g. what will be done, when, where and by whom? When will you tell people and who must be told? / Volunteers & event attendees briefed? / Risk after plan *
(Acceptable(A) / (U)unacceptable)
Event
Condition of venue e.g. open air, sports hall, public shopping centre / All / -Check the venue beforehand, identify problem areas
-Clear your assigned area and remove other hazards where possible
-inform participants of any hazards in advance (safety briefing) / Open Air and grassy;entire location is fenced off / Yes / A
Busy and/or open public event / All / -Avoid over crowding where possible
-Consider limiting numbers taking part
-Take particular with children or SEN adults.
-No unescorted fun-bike riding / Open to public but numbers monitored by staff / Yes / A
Neighbouring stalls / All / -Monitor and review at all times and, where necessary, adjust own event / Neighbouring stalls are all part of an integral unit / Yes / A
Access points / All / -Consider all possible entry points to your stall or activity area / Multiple access points, all staffed as needed / Yes / A
Fun Bikes / All / -Seek permission of event coordinator.
-Be careful of passers by, keep fun bikes a safe distance from general public, use cones where possible.
-No unescorted riding
-Give a demonstration of each bike to clients.
-Ensure public liability is current if volunteer staff
-Ensure activity provider insurance is current if accredited Instructor / Overseen by trained staff. All risk mitigation measures enforced / Yes / A
Stall / All / -Ensure event allows literature
-Ensure weather conditions do not damage literature e.g. blown away into a road.
-Staffed at all times / . All risk mitigation measures enforced / Yes / A
Interactive activity E.g. puncture repair / All / -Seek permission from event coordinator
-Be careful of passers by, keep activity a safe distance from general public, use cones if required by event coordinator.
-No unobserved activities.
-Give a demonstration at the start of each session to clients.
-Ensure public liability is current if volunteer staff
-Ensure activity provider insurance is current if accredited Instructor
- / n/a on this occasion
Smoothy Bike / All / -Seek permission from event coordinator
-Ensure safe distance of public from spinning front wheel
-Ensure staff have current food hygiene certificate
-Ensure food is fresh
-Ensure cups are hygienically clean. / n/a on this occasion
Injury to participants / All / -All to be made aware of hazards of route at the outset, and how to approach these (safety briefing)
-Ensure first aid kits are available appropriate to the number of participants
-First Aiders (where present) and those carrying first aid kits should be identified to all participants
-Ensure Leader have phone numbers of tail end Charlie, in case of emergency, and always inform RideWise Office if there is an accident
-Complete an Incident Report Form / . All risk mitigation measures enforced and injured party taken direct to on-site 1st Aid team / Yes / A
Loss of Assets / -could we lose bikes? do we need barriers? could someone steal a bike/ PC/personal data from us? / All fun bikes observed by staff at all times. All bikes looked at a staffed location / Yes / A
Loss of reputation / -Try to ensure that the main objectives of the event are in line with the purposes of RideWise: EG Not sponsored by a tobacco firm / Staff fully briefed by T. B- Jackson/ H. Hemstock/G.Hubbard / Yes / A
Loss of surplus from the event / -Try to avoid calling in extra manpower due to costs. E.G. we quoted for the event but costs could escalate as site next to a bar and we have to call in re-enforcements / Considered / Yes / A
Emergency Arrangements
nearest hospital etc. /

QMC

First Aid
Location of kit(s)
Names of First Aiders / On Event site
Contact Details
Name / Role / Responsibilities / Mobile Number
This section is to help you record what you have done – so you can tell participants, Police and RideWise Office It also helps us to improve things for the future. / Summary of the activity
How successful was it? What went well?
Did anything go wrong?
This risk assessment and plan was written by:
Date:

The RideWise Office may request a preliminary copy of this plan before the activity can take place, please talk to them to establish if this is the case.[0115 9552288]

July 2012

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