Event Risk Assessment Template for the EPIC Centre, Lincolnshire Events Centre

Event Risk Assessment Template for the EPIC Centre, Lincolnshire Events Centre

Event Details
Event Location / EPIC Centre, Exhibition Hall and car park inbetween
Event Date / 3rd March 2010
Setup Date(s) / 2nd March 2010 / Setup Start Time / 9.00am
Breakdown Date(s) / 3rd March 2010 / Breakdown Start Time / 16:00
Distribution of Risk Assessment: e.g. Event Manager, Floor Managers, Contractors, Venue
Event Organisers, venue staff and available at view
Risk assessment undertaken by / Tamara Walters / Event Manager / Kim Hudson
Signed / T Walters / Signed / K Hudson
Date / 09/02/10 / Date / 09/02/10
Scope of Risk Assessment
Period that the assessment covers / From / 2/2/10 / To / 3/2/10
Visitor / Guest Profile
Age range / 5+ / % Children / 70
% Disabled / new and Expectant Mothers / 0 / Average Attendance / 1600
Busiest times / 10am onwards 2/2/10 and 7am-12 3/2/10
Alcohol Consumption / NONE
Likelihood of Some Drug use / Yes No
Event Profile
Visitor capacity at any one time / Maximum allowed – EPIC centre 2699, Exhibition Hall 2052. All workshop rooms have maximum seating allowance, therefore delegates must not stand.
Details of events taking place after the main event / N/A
Extent to which the event is likely to be vulnerable to terrorist attack or protest / NONE

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Event Risk Assessment Template for the EPIC Centre, Lincolnshire Events Centre

For further information on how to complete this risk assessment or for any enquiries,

please contact a member of the Events Team at Lincolnshire Events Centre, tel: 01522 524240 email:

Hazard / Who might be harmed and how? / What are you already doing? / What further action is necessary? / Risk factor
Identify hazards in the areas that are in use and on the perimeter roads that could reasonably be expected to result in significant harm. / E.g. organiser’s staff, venue staff, visitors, exhibitors, contractors, young / new inexperienced staff, disabled, children, new and expectant mothers, elderly visitors.
First aid injury – minor cuts sprains, bruises
RIDDOR 3 day injury – broken fingers, toes, sprained tendons or muscles, illness (tiredness, stress, gastric)
Serious injury – head injury, loss of consciousness, broken bones, dislocations, respiratory problems. Usually an injury from which full recovery is possible.
Death or very serious Injury to one person - Loss of limb, paralysis or life changing injury from which full recovery is unlikely.
Death or very serious injury to more than one person. / Consider hierarchy of controls:
Eliminate
Substitute
Reduce
Isolate
Control
PPE
Discipline
Do the controls meet legal requirements?
Represent best practice?
Reduce risk as far as is reasonably practicable?
Comply with industry standards? / Consequence x Likelihood = Risk
3 point scale for consequence and likelihood:
1 = Low(L)
2 = Medium (M)
3 = High (H)

The information below constitutes a generic risk assessment for the EPIC Centre and surrounding area.

These standard hazards and control measures should be reviewed, amended and supplemented to account for the specifics of the planned event at Lincolnshire Events Centre.

Hazard / Who might be harmed and how? / What are you already doing? / What further action is necessary? / Risk factor
Consequence x Likelihood = Risk
Entrance roads and car parking

Vehicle Movement and speeding
Trips and falls from potholes and manhole covers
Slippery surfaces from mud and residues
Gravel causing trip hazard

/ Employees and visitors may be injured from tripping over on the gravel, or being struck by moving object/vehicles /

Signed entrance and speed limit restrictions in place
Speed humps at entrance
Designated parking areas
Site employees keep roads clear of debris and maintain roads as raised during workplace inspections
Large events (250+) have security parking staff that wear high visibility vests and guide cars to parking spot
Area is well lit with sensor floodlights
As with all driving, onus on driver to take reasonable care and attention

Monitor condition of existing paths and car parks
Monitor car park security

/ M2 x M2 =
Medium 4
Access / Egress to and within the EPIC Centre

External rain water gullies raised presenting trip hazard
Floors can become wet during inclement weather
Internal electrical floor gullies have gaps between plates

/ Visitors and employees may trip and fall causing superficial bruising or fracture to upper limbs /

Building is well lit and has designated site engineer to maintain all aspects of the building
Electricians informed to replace all electrical plates and identify any gaps with highlighter tape
Large events have onsite contract cleaners to monitor floors and clear away spillages
Automated doorways, lift and disabled access provided
Wet floor signage used during smaller events with LEC staff available to clear spills during smaller events
Brush mats provided at entrance points to dry feet

Site engineer to inspect water gullies and remove access plastic that is raised up to path level
Prior to all events the electrical floor plates need securing and inspecting for gaps and raised trip hazards

/ M2 x L1 =
Low 2
Welfare provision

Wet floors
Blocked toilets

/ Visitors and employees may slip on wet floors causing fracture to upper limb or self infect with biological infection /

Floors are maintained by engineer and cleaned by LEC staff periodically
Floor surface is an anti slip vinyl coated surface
Wet floor signs available
Cleaners ensure good supply of hand wash provision
Sanitary and nappy bins provided and maintained by TULIP contractor
Dual provision of water for taps and toilets (rainwater and mains provision)

/ 1. Monitor all provisions during events on an hourly cycle as a minimum / M2 x L1=
Low 2
Roller shutter door entry to west entrance

Trapped between floor and shutter

Unexpected roller door release
Entrapped in manual chain mechanism
Electrocution from control panel

/ Employees and exhibitors could be trapped between the floor and the roller during erroneous use resulting in severe bruising or fractured limb /

Key control system in place
Only authorised users allowed to use door
Electrics linked to trip system, emergency power cut off and fully enclosed
Fail to safe breaking mechanism installed
Segregated area for unloading is designated and utilised

Install chain holder to prevent entrapment
Ensure system is statutory inspected annually

/ M2 x L1 =
Low 2
Fixed hard wired electrical items and supply

Contact with live parts
Use of water in kitchen
Explosion / sparks / fire

/ Employees, contract caterers, events staff and visitors may be electrocuted from faulty or live equipment /

PAT register is undertaken annually
NICEIC certificate is in date
Faulty equipment is discarded immediately
Intrinsically safe connectors, leads and plugs utilised in kitchen area
All plant rooms and RCD terminals are locked in secure locked rooms
Engineer on call for all emergencies

LEC staff to undertake checks of equipment to look for signs of damage prior to hand over of kitchen and rooms
LEC staff to periodically visual inspect equipment for damage

/ H3 x L1 =
Medium 3
Temporary electrical supply for use by exhibitors

Contact with live terminals
Trips and falls over cabling
Trips and falls over floor conduit plates and gullies
Explosion / sparks / fire

/ Employees, contract caterers, events staff and visitors may be electrocuted from faulty or live equipment /

Cables are secured in floor conduit system
2 phase supply provided by competent site engineer via floor gullies
All gully plates secured with Allan key screw mechanism
All 3 phase supply and additional sockets installed and maintained by contractor
Engineer on call for all emergencies

LEC staff to undertake checks of equipment to check for signs of damage prior to hand over of kitchen and rooms
Facilities Manager to periodically undertake visual inspection of equipment for damage and record significant findings

/ H3 x M2 =
High 6
Fire

Electrical appliance faults
Explosion
Bomb threat/terrorism
Arson
Discarded smoking material
Overheated fats/oils
Combustible materials

NOTE: see separate Fire Risk Assessment for full details / Employees, events staff, contractors and visitors resulting in multiple fatality /

No smoking enforced to all areas
Full alarm and detection system installed to building with emergency lighting
Fire extinguishers provided
ANSUL extractor hood drenching system installed to kitchen
All electrics have been NICEIC certified and portable appliances included on register
Gas appliances have auto cut off devices and flash arrestors valves to main LPG and located in secure compound
Thermostat controlled equipment
Building compartmentalised with door auto closers
Fire risk assessment completed and in date
Security team on site during major events

Fire briefing and guidance note to be given to all events staff, caterers and security prior to occupation and intake of visitors
Ensure weekly tests of fire systems and extinguishers and record in fire log book
Provide wet chemical fire extinguishers for deep fat fryers
Ansul release switch to be kept clear and marked with signage of activation method. Liaise with caterers to discuss its function and use

/ H3 x L1 =
Medium 3
Slips, trips and falls

Wet floors
Contaminated floors
Uneven floor surfaces
Trailing cables
Articles, bags and clothing left on floor
Exhibitors stalls and floor coverings

/ Employees and contractors injured by slipping and tripping on cables, items on floor and contaminated surfaces resulting in an upper limb fracture /

Good housekeeping standards are strictly enforced by LEC staff
Cleaner employed to clear rubbish and placed in designated waste disposal skips
Electrical cables held within floor conduits were possible or identified with hazard tape or rubber cable guards
Store rooms and shelving systems provided and utilised where possible
Corridors installed with anti slip coated floor surface with slip resistant stiles treads on staircase
Greentech waste transfer company on contract to remove waste for larger events

LEC staff to ensure good house keeping standards are maintained
Exhibitors given demarcated areas for stall vending
Periodic inspections undertaken to monitor floor condition

/ M2 x M2 =
Medium 4
First aid provision/ accident and incidents

Cuts/ scalds/burns
Body fluid spillage

/ Employees, contract caterers, events staff and visitors may require first aid exposing persons to biological agents such as HIV and Hepatitis B+C /

Basic First aid kit provided and utilised for small events (<250)
Large events (250+) First Aid trained LEC staff and on hand throughout event
Accident reporting system in place and communicated to Epic events team

LEC staff to be trained in basic first aider training

/ M2 x L1 =
Low 2
8 person shaft lift

Trapping hands

Electrocution
Safe Working Load exceeded
Miss use such as persons using dumb waiter as a lift
Blockage
Lift failure

/ Employees, contractors, caterers, events staff, visitors and children entering lift area and becoming trapped in door mechanism resulting in bruising and cuts to hands /

Sign displayed stating ‘not for lifting persons’ and ‘Keep clear during lifting’ on dumb waiter
Safe Working Load displayed with auto cut out if overloaded
Manual intervention lifting capacity
Re-buff door closures fitted preventing trapped hands

Provide guidance to all persons/companies using dumb waiter
Annual statutory inspection required for all lifts

/ M2 x L1 =
Low 2
Buffets, drinks and refreshments

Micro organisms including pathogenic bacteria, spores, toxins and fungal growth
Scalds and burns from boiling liquids

/ Employees, contract caterers, contractors, events staff and visitors may be exposed to micro organisms and become infected or ill /

For small events drinks are provided by LEC staff from a controlled and secure kitchen
Use of trolleys and trays for carrying drinks is undertaken
All buffets are provided from competent contract caterers
Refrigeration units in place and utilised for food storage
First aid kit available

Monitor quality of food and contractors and ensure suitable HACP procedures and temperature control are being followed
Do not place urns of boiling liquid into hired areas but utilise pressured flask/canisters

/ M2 x L1 =
Low 2
Broken glass and sharp objects

Broken glass and bottles
Damaged crockery
Needle sticks

/ Visitors may slip or trip and fall onto broken glass causing deep cuts and abrasions /

Cleaners in place to clear all waste pre and post event
LEC staff monitoring events during delivery
Brush and shovels provided to dispose of damaged items

Provide plastic/cardboard receptacles to dispose of glass and broken crockery prior to being placed in waste skips
Provide needle and sharps disposal box and tongs

/ M2 x L1 =
Low 2
Event Specific Issues – continue on a separate sheet as required
Hazard / Who might be harmed and how? / What are you already doing? / What further action is necessary? / Risk factor
Consequence x Likelihood = Risk
Traffic movement / All present / Clear signage in place, parking stewards and barriers in place to ensure no vehicle movement near entrances to buildings. / Parking stewards to be briefed / M2xM2=
Medium 4
Café areas / All present / Risk of burns/scalds from hot drinks or hot water boilers. Professional caterers will be present at all times with boilers positioned away from public. / None / M2xL1=
Low 2
Exhibits / All present / Floor standing equipment e.g. pull up banners, risk of unstable equipment falling onto someone or posing a trip hazard. / Event organisers to collect stand specific risk assessments from exhibitors and assess stands during set up, identifying and rectifying any issues. / L1xM2=
Low 2
Electrical cables / All present / Potential trip hazards due to temporary electrical cabling to exhibition stands. / Stands to be located in front of or over wiring. / L1xL1=
Low 1
Entry Doors / All present / Trap hazard during strong winds. / Assistance available from main reception in EPIC centre. Doors to be held open if possible. / L1xL1=
Low1
Stranger Danger / Young people / Young people expected to be walking around exhibitionstands unaccompanied where there will be a large number of adults unknown to them. / This will be covered by school policies. All attendees will be registered upon entry to event. / H3xL1=
Medium 3
Lost children / Young people / Assembly point detailed in information being sent to schools / Identify lost child point with signage and ensure PA system available for announcements / L1xM2=
Medium 2
Arts & crafts activities / All attendees / Use of glue, scissors, paints etc. / Covered by stand specific risk assessment. / L1xL1=
Low 1
Bike riding / All participants / Participating in bike riding activity, risk of falls. / Activities to be supervised by professionals at all times. / L1xL1=
Low 1
Falling off stage / All performers / Risk of falling off of stage edge. / Edge to be marked. / M2xL1=
Low 2
Mad Bikes display / All attendees / Risk of collision between those on foot and stunt riders. / Area to be cordoned off with barriers. / M2xL1=
Low 2
Straw Bale building activity / All attendees / Risk of bales falling onto attendees. / Professionals will be present. / M2xL1=
Low 2
Forest Schools / All attendees / Tools used on this stand could cause injury. / Professional will be supervising at all times. / L1xL1=
Low 1
All exhibition stands / All attendees / Risk posed by unmanned stands. / Exhibitors to be asked in ensure stands are manned at all times / M2xL1=
Low 2

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