HSV: 911–Informal meetings

Applies to groups of people attending a venue which is managed by a competent person whose role is to setup andmanage the venue and the emergency arrangements throughout the event. Volunteers or members of staff do not provide personalcare that would normally be delivered by carers.

This MS Society activity is covered by our insurance programme. This is based on the guidelines below being followed.

Action before the event

Check venue emergency arrangements (fire, first aid incident, etc.).

Check suitable lavatories and washing facilities are available.

Agree a “named contact” to be available during the visit to deal with any emergencies, problems or questions.

For outside events, ensure a plan is in place in case the weather changes.

Information to be provided to attendees, prior to the event:

  • Details of the “named contact” (name and mobile phone number)
  • Location map/ address (as appropriate) of the venue; recommendation that they plan in advance how they intend to travel around on the day
  • Request that they bring emergency contact details in case the “named contact” needs to contact anyone regarding their welfare
  • They should, where appropriate, bring their own snacks as food facilities will be limited to what is available at the venue

All queries regarding access audits, disclosure checks, personal care or the involvement of under 16’s must be presented to the Local Networks Officer.

Action on the day

Keep a charged mobile phone available in case of emergency.

Set the meeting up in line with venue’s requirements ensuring emergency access routes are unobstructed, andno slip or trip hazards are created.

Inform attendees of the emergency arrangements; that they will be expected to deal with everyday risks (uneven walkways, transporting hot drinks etc.)and that they should use appropriate facilities as specified by the venue.

Actions after the event

If an accident or incident has occurred it must be reported on the appropriate form (HSV: 122/ 123) and return as instructed on the form

To be signed off by the MS Society event organiser:
  • for each new event
  • if the venue changes
  • if the organiser changes
  • or at the annual review whichever is first
To confirm that the above actions have been completed.
Date of event / Type of event/ venue / Name of MS Society organiser / Signature of MS Society organiser / Event logged on service bank

JDRev 5 September 2016Page 1 of 2