Event Risk Assessment Templates
Mitigate risks in the field and ensure your next event runs safely.Jump to featured templates
Published October 15th, 2020
Importance of Event Risk Assessments
An event risk assessment is the practice of identifying potential safety hazards that could occur before, during, and after an event. It can help event planners and coordinators prepare for emergencies and ensure events run safely.
The likelihood of hazards occuring increases when more people are involved in both the preparation and the execution of an event. A single, overlooked detail can be disastrous. An event risk assessment aims to minimize the risk of preventable hazards from occurring.
This article covers: 1) top 5 hazards when planning for an event and how to prevent them; 2) how technology can help streamline event risk management; and 3) free event risk assessment templates you can use when planning for your next event.
Top 5 Hazards When Planning Events and How to Prevent Them
It is the event planner’s responsibility to coordinate with staff and contractors to ensure that equipment, amenities, venue facilities, and consumables are safe and that sufficient security is implemented before, during, and after an event.
Here are the top 5 hazards that event planners need to be aware of when conducting an event risk assessment and some tips on how to prevent them.
Riot Crowd/ Commotion
People at concerts and other popular events can get unruly. Event planners need to ensure that there are enough security officers spread out in the area to prevent a commotion from escalating to a full-scale riot. Security staff must also be trained to quickly assess a situation and make the right decision.
Falling Equipment/ Improper Placement of Equipment
It’s common for events, both indoors and outdoors to utilize massive audiovisual equipment. Aside from being strategically placed to serve the purpose of the event, the risk of equipment injuring people must be minimized. Speakers and lights must be placed on solid, stable stands and cables must be taped down to avoid trip hazards.
Lightning Strikes During Outdoor Events
It’s tempting to ignore a little lightning when people are having fun at an outdoor concert or activity, but an open field is highly susceptible to lightning strikes. Have emergency tents ready for people to evacuate to in case lightning becomes apparent.
Insufficient Medical Assistance
Even after performing a detailed risk assessment, events are inherently unpredictable and accidents may still happen. Make arrangements to have trained first aid staff with the proper medical equipment ready to assist.
Food/ Beverage Safety
Whether a specific caterer or multiple vendors are serving food at an event, the event planner needs to ensure that they have the regulatory licenses needed to certify the safety of the food they serve.
Technology to Streamline Event Risk Assessment Planning
Conducting event risk assessments requires event planners and coordinators to perform inspections while being onsite. Gathering data and photo evidence can be cumbersome and returning to the office is time-consuming.
Using a mobile inspection app like iAuditor can help you streamline your event risk assessment process. Perform bespoke risk assessments using hand-held devices, capture photo evidence of hazards and alert contractors and staff of follow-up actions. Generate reports instantly on your hand-held device and easily access them online. Save time on paperwork so you can spend more time fixing hazards and preparing for your next safe event.
Mobile-ready Event Risk Assessment Templates
1. Event Risk Assessment Template
Event Risk Assessment Templates are used by event planners and organisers to identify potential hazards and implement preventive measures. This template includes fields to assess the following information:
- Identified site hazards
- Description of the identified hazard (and attach photos)
- Persons at risk of identified hazard
- Severity and likelihood of the hazard occurring
- Preventive measures taken to counter the risk
2. Event Incident Report Form
An incident report form should be completed for any accidents, injuries or equipment damage before, during or after an event. Capture detailed information about the incident, include details of all persons involved and relevant contact information. Gather witness statements and take detailed photo evidence.