Events

The University must ensure the health and safety of guests, visitors and participants at all events, including event staff (helpers and volunteers), students, exhibitors and members of the public. This duty may be as event organiser, owner of premises or participant section in a wider University or third party event.

All events must be subject to a risk assessment, see templates adjacent in Related Links.

The risk assessment must be proportionate to the nature, size and impact of the event. Poor health and safety at an event potentially adversely affects the participant experience as well as the having financial and reputational impacts. 

Large Events such as Graduation / Open Days / Wonder / Exhibitions / Careers Fairs  / Community Events

The main organisers of the above type of events are responsible for the overall risk assessment. If Business Units organise local activities as part of the event that are not covered by the over-arching event risk assessment, they are responsible for carrying out local risk assessments. 

To support the risk assessment process, please see an Event Checklist in Related Links.

For large and complex events, the Event Organiser should also compile an Event Management Plan (see suggested content in Related Links adjacent).

If using third parties to provide services or activities, the event organiser must make due diligence checks of the safety credentials of each third party provider. This should include checking the provider has their own safety documentation and public liability insurance (ideally minimum cover £5m).

Team Building Activities

Participation in team building events or away days will usually be as part of a person’s employment. Such events might include unusual and/or higher risk activities, such as climbing or assault courses, or be in unfamiliar environments. Guidance is available  on the Safety Office website to ensure that the University’s responsibilities relating to the planning of these are addressed.

The external facilitator or provider will be primarily responsible for the safety of the equipment and the conduct of activities provided by them. However, the University is responsible for making reasonable attempts to establish the competency of the provider and the suitability of the activity. There is also likely to be a need to provide information to the participants to ensure that they are properly prepared and know what to expect.

Key elements:

• Ensuring a risk assessment is carried out for any hazardous activities.
• Ensuring appropriate health and safety information is obtained from the event provider.
• Checking suitability of the activity for participating staff.
• Ensuring appropriate levels of employee and public liability insurance is in place where external providers are used. Commercial services must be consulted in relation to the insurance implications for hazardous activities organised within the University.

Team Building Risk Assessment 

 

Organising extra-mural activities on University premises

Schools/Departments may wish to permit extra-mural activities such as dance classes, social events, etc. to take place in their facilities. Prior to agreeing this, note should be taken of the guidance on the safety issues  to consider.