Specific Risk Assessment VERA: 901A Indoor Meetings/ Parties

Specific risk assessment VERA: 901A – Indoor meetings/ parties

Branch: / Contact: / Venue:
Specific risk assessment: / Indoor meetings/ parties / RA No: / VERA: 901A
Person completing RA: / Type of event: / Date:
Injury: / Anxiety/ stress, back/head injury, bruise/ cut, burn, choking, fatality, fracture, puncture wound, sprain/strain, suffocation
People at risk: / PwMS: / Y/N / Vulnerable person: / Y/N / Volunteer: / Y/N / Escort: / Y/ N / Lone worker: / Y/N / Public: / Y/N
To be completed by all Branches organising indoor meetings or parties. Thereafter to be reviewed if the Branch believes the document is no longer valid, if there have been major changes within the Branch or annually whichever is soonest. Please see generic risk assessment VERA: 901 for accompanying notes.
To complete the risk assessment:

Look at each statement and answer it Yes, No or N/A
If all the answers are Yes or N/A, fill in the first line of the Action Plan on the last page; stating “No action needed” sign and date to indicate when the assessment was completed
If there are any ‘No’s’ fill in the actions needed, person responsible and completion date in the Action Plan
Once outstanding actions are complete, the responsible person must sign and date the last column as each action is completed

Hazard / Prevention / Y/ N/ NA
1 / Documentation
(Risk Factor – 3 Low) / Events activity listed on MS Society “Summary of insurance cover”
If no; Branch/ event organiser has contacted MS Society insurers
Venue insurance details checked annually to ensure in date and venue specified
Where needed, appropriate disclosure check completed for the MS Society – VERA: 901 section 1h for details
2 / Transport
(RF – 3 Low) / Correct risk assessments complete where Branch owns its own transport
Car park has sufficient disabled spaces or a suitable drop-off area
Car park well lit and signposted with public walkways clearly marked
Hazard / Prevention / Y/ N/ NA
3 / Fire and emergencies
(RF – 4 Medium) / Full list of attendees at the event available (HSV: 111A for details)
Emergency evacuation plan in place, sufficient trained personnel/ volunteers to assist in emergency
All participants know action to take in an emergency
Safe refuge available where disabled participant may not be able to completely evacuate the building
In MS Society building; emergency evacuation plan practised twice a year and a record completed using Evacuation drill record - HSV: 126
In external venue; follow emergency evacuation plan practises as laid out by the venue
4 / Access
(RF = 2 Low) / Where less than 50 people attending the event;

Walkways and emergency routes accessible at all times

Area where event taking place kept clear and accessible at all times

High level of housekeeping standards maintained

Where over 50 people attending the event an access audit may be needed, please contact the MS Society Strategic Lead for Independent Living at MSNC for advice
Where assistance dogs attending event, HSP: 3111 and standards laid out by Assistance Dogs International followed
If no; separate risk assessment completed for the venue and event
5 / First aid
(RF – 2 Low) / Satisfactory first aid facilities including sufficient number of first aiders or other medical staff available
If no and more than 50 people attending the event; provision must be made for satisfactory first aid facilities and sufficient first aiders to be available
If no and less than 50 people, instructor/ therapist to:

nominate an individual to call an ambulance and guide it to the patient

nominate individual to look after other participants

clear the area around the patient and keep them comfortable

Phone accessible to summon emergency services if needed
Accidents/ incidents reported using appropriate form (HSV: 122/ 123),returned as instructed on form
Hazard / Prevention / Y/ N/ NA
6 / Refreshments and catering
(RF – 2 Low) / External caterer suitably qualified, has public liability insurance and risk assessments for activities
Where a Branch is providing its own refreshments the hygiene and food safety guidelines as found in HSV: 920 Provision of food by Branches
7 / Welfare facilities
(RF – 2 Low) / Suitable and sufficient disabled lavatories, washing and changing (where required) facilities available
Clear signage indicating where facilities are located
Branch organiser aware of heating and ventilation controls where necessary
Where individuals need regular assistance or personal care, they bring a carer with them
If no; Branch to arrange care assistants to assist members when needed
Where the group event includes under 16’s they must be accompanied by their parent or guardian
8 / Branch equipment
(RF – 3 Low) / Equipment is suitable for intended purpose
Equipment maintained/ inspected in line with manufacturer’s instructions including portable appliance testing
Competent personnel available to use the equipment
9 / Lone working
(RF – 1 Low) / Volunteers work in pairs; no one alone at a venue after dark; carry a mobile phone
Volunteers avoid carrying valuables where possible
Section 11: Entertainment
11a / Music
(RF – 4 Medium) / Venue has a music licence
Musicians have supplied copy of public liability insurance details (name, date, product or service)
If no:Branch must contactMS Society insurance provider to see if they can be covered for the event
Evidence equipment (instruments, microphones, amplifiers etc) maintained/ inspected in line with manufacturer’s instructions including portable appliance testing
Procedure in place for controlling risks e.g. where cables run, access to back of playing area etc
All musicians aware of any hazards to themselves
Hazard / Prevention / Y/ N/ NA
11b / Entertainers (e.g. magicians, Santa Claus)
(RF – 2 low) / Venue has a music licence if needed
Entertainers have supplied copy of public liability insurance details (name, date, product or service)
If no:Branch must contactMS Society insurance provider to see if they can be covered for the event
Equipmentmaintained/ inspected in line with manufacturer’s instructions
Procedure in place for controlling risks e.g. where cables run etc
All entertainers aware of any hazards to themselves
11c / Dancing
(RF – 3 low) / Venue has a music licence if needed
Where professional dancers used:

Entertainer supplied a copy of public liability insurance details (name, date, product/ service)

If no:Branch to contactMS Society insurance provider to see if they can be covered for event

Evidence equipment (instruments, microphones, amplifiers etc) maintained/ inspected in line with manufacturer’s instructions including portable appliance testing

Competent personnel available to use the equipment

Copy of risk assessment for all activities,including assessing individual’s capability for taking part along with appropriate disclaimer forms where needed and protection of public areas such as where cables running etc

All dancers aware of any hazards to themselves

Social dancing

No glasses to be taken onto the dance floor

All spills to be cleaned up immediately

11d / Decorations
(RF – 3 low) / HSV: 147 – Safe use of stepladders poster followed for any ladder work
Lights: run along skirting boards or taped to floor or wall and unplugged when not in use
Lights: portable appliance tested annually
Christmas trees flame retardant and kept away from fire hazards
Real and artificial trees placed so not a trip hazard
Broken baubles, decorations, lights, pine needles cleared immediately
No candles used
Action Plan
Hazard No. / Action Needed / Responsible Person / Completion Date / Signed/ dated for completion

JDRev: 7 September 2013 Page 1 of 5