Event Risk Assessment Templates

Mitigate risks in the field and ensure your next event runs safely.

Published December 8th, 2020

What is event risk assessment?

An event risk assessment is a 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.

Featured Templates

This article will briefly discuss:

The Importance of Event Risk Assessments

The likelihood of hazards occurring increases when more people are involved in both the preparation and the execution of an event. A single, overlooked detail can be disastrous. Conducting event risk assessment helps to minimize the risk of preventable hazards from occurring. Using event risk assessment templates and forms, as shown in the image below, can significantly improve safety and help ensure a successful event by establishing proper preventive measures to avoid accidents and injuries.

What are the 4 steps of an event risk assessment?

The responsibility of an organizer is to ensure that all people involved in an event are kept safe throughout the event. This makes the event preparation a serious and stressful process to take. Here is the step-by-step procedure for carrying out and writing an event risk assessment:

#1 Identify potential hazards

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.

Top 5 Hazards When Planning Events and How to Prevent Them

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.

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. 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.

#2 Assessing the risks, its levels, and severity

After all potential hazards are listed and determined, the risks, their levels, and severity should be evaluated thoroughly. This assesses the likelihood of these risks and the consequences associated that may occur during the event. The likelihood should answer the question “How likely is the person to be injured if exposed to the hazard?”, and the consequences should determine how bad the most severe injury will be if exposed to the hazard. Read more about risk assessment here.

#3 Managing the risks

This is the last phase of the event risk assessment where actions, measures, and safety protocols are established. This helps with eliminating, reducing, and mitigating the risks. This includes removing the hazards entirely (elimination), replacing dangerous equipment with a safer one (substitution), containing or placing the hazard on a guarded design (engineering), training key individuals, and thoroughly monitoring the procedures (administrative), and usage of personal protective equipment (PPE).

#4 Recording the findings

All findings must be documented so that it can be reviewed and revised for future safety purposes. By using digital recordkeeping tools, organizers can easily conduct and document event risk assessments while using their mobiles and tablets. These records provide evidence of the assessments carried out that can be a good basis for best event planning practices. 

Streamline Event Risk Assessment with iAuditor Templates & Tools

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 by SafetyCulture 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.

SafetyCulture staff writer

Sare Hawes