Ref No: 763/07 General Information
Description of the Public Music Event Activity:
Community “Prom in the Project Name: Project Ref: 763/07 Park”
08.00 Saturday Start Date/Time: A23 Recreation Ground, 21/7/2007 Event Address/ Brighton Road, Horley, Location: 22.30 Saturday Finish Date/Time: West Sussex 21/7/2007
Manager,
Brambles Event Organiser: John Fisher Role: Tel: 01293 771644 Respite Care
Centre
The event is a "Prom Concert" to raise funds for two local charities
(Brambles Respite Care Centre and Horley Round Table). The performers
are a local concert band who have a great deal of experience with this type
Brief Description of of event. The programme is targeted at families in the Horley community
event: i.e. light classics and well known pieces of popular music. The final pieces
will include traditional Proms items - Jersualem, Pomp and Circumstance,
Fantasia on British Seasongs and a short version of the 1812 overture with
4 minutes of fireworks at the end.
Security and Crowd Control: Surrey Police and Group Four
Perimeter Security: Group Four
Traffic Control: Surrey Police Key Duties: First Aid: St John’s Ambulance Service
Access to Site and Ticket Sales: Brambles Respite Care Centre and
Horley Round Table
Fireworks: Imperial Fireworks
Access and Egress
Site Security
Lost Children Specific Hazards
Prevention of Public Nuisance and First Aid Identified:
Event Evacuation
Firework Show (Separate Risk Assessment from Imperial Fireworks)
Introduction to Risk Assessment Process
Risk assessments are required to enable organisers to identify the potential hazards and risks that their employees may encounter in the course of their work. Although many risks are self apparent, such as falling from heights, many others are not.
The risk assessment process can therefore be used to identify and evaluate the risks that are presented by the activities we undertake each day, and to develop control measures to either eliminate or control the effects of the hazards. For every assessment, it is equally important to ensure that those affected are informed of the risks and of the proposed control measures to ensure that they are not placed at unnecessary risk.
Organisers, of any public event, are required to carry out risk assessments by law. The Management of Health and Safety at Work Regulations 1999, specifically require Organisers to undertake an assessment of the risks to, not only its own employees, but also to other persons not in their employment, who may be affected by their activities. This requirement applies generally to all of the activities and work carried out by an organisation.
Although there are no specific requirements under the Management of Health and Safety at Work Regulations, as to when a risk assessment should be carried out, it would be advisable to ensure that the assessments are carried out during the preparation and planning stages for the work.
Risk assessments should always be carried out by a competent person. This is someone who is experienced and familiar with the work process; has an understanding of the risks and hazards which the event entails, and who has an understanding of the likely health and safety requirements.
Risk Assessment Process
Before the risk assessment process is considered, it is essential to ensure those
reading and using the Risk Assessments have a clear understanding of the key
terms. These are summarised below:
? HAZARD Something with the potential to cause harm
? LIKELIHOOD The probability of a hazard being realised
? SEVERITY A measure of the harm caused by the hazard
? RISK This is a combined assessment of the likelihood
and severity for any given hazard
When assessing the likelihood and severity, the following tables can be used for
guidance:
LIKELIHOOD SEVERITY
Title Description Score Title Description Score
Death or total systems Catastrophic 5 loss
"Major" injury or Likely to occur several Probable illness. times in the relevant 3 period. Critical Major damage 4 Major environmental impact Loss of time/injury Serious Illness or damage 3 Likely to occur at least Environmental impact Occasional 2 once in the relevant period First Aid Accident Marginal 2 Routine maintenance repair
Very minor 1 Unlikely to occur in the Remote Negligible 1 relevant period Little consequence
From the above, the risk can be assessed, and the following table can then be
used to determine the risk score/rating:
Catastrophic Critical Serious Marginal Negligible
Frequent 9 6 3
Occasional 8 6 4 2
Rare 5 4 3 2 1
Actions (All risks must be eliminated or reduced as far as is reasonably Score practicable)
Very High Risk - Not acceptable. Apply mitigation to eliminate or to
further reduce the risk.
High Risk - Apply mitigation to eliminate or reduce the risk, and if it
5-9 remains a high risk, develop robust control measures to limit and
manage the effects of any hazards.
Low Risk - May be accepted if all reasonably practicable control
1-4 measures are in place, however, if more can be done to reduce or
eliminate the risk, then it should be done.
The steps to be taken during the risk assessment process are summarised below:
? Review the task and activities which are to be carried out
? Identify the hazards associated with each task
? Where possible modify or redefine the tasks so as to eliminate the
identified hazards
? Where the hazards cannot be eliminated, assess the likelihood and
severity of the hazards to give a risk score or risk rating
? Give further consideration to the management and control of the High and
Very High Risks
? Identify the persons affected by the hazards and wherever possible restrict
access to those persons carrying out the task, so that others are not
affected
? Develop a safe system of work and ensure the appropriate control
measures are identified
? Personal Protective Equipment (PPE) should always be provided as the
last line of defence
? Ensure information about the hazards, risks and control measures are
communicated to those undertaking the work (keep a record of all briefing
sessions held with staff – see attached briefing record) ? Ensure a safe system of work is implemented in accordance with the risk
assessment and any method statements and permits to work etc
? Ensure adequate supervision is provided to enforce and monitor the
effectiveness of the control measures
Severity Likelihood x
Negligible
Risk Assess. Marginal No.: SMS01 Task/Activity: Access and Egress Serious Date Prepared: 05/04/2010 Critical
Catastrophic
Remote
Occasional Key hazards associated with the above task/activity. Ref.
Probable
3 2 1 5 4 3 2 1 Score:
X X 1 Slips, trips and falls from trailing leads 4
2 Accidents/Injuries due to traffic congestion X X 4
3 Accidents and injuries due to long entry queues to event site X X 4
4
5
6
7
8
9
10
Risk Assessment Scores: 10+ Very High Risk 5-9 High Risk 1-4 Low Risk
Event Organisers X Members of Public X Site Visitors X Event Oficials X Young Persons X Others
Information & Physical Controls Managerial & Procedural Controls ? All event officials to be aware of their duties prior to ? Event organisers to ensure clear levels of
the commencement of the event. communication between all official parties ? Ensure clear traffic signage to alleviate any ? Event organisers to ensure adequate traffic and crowd
congestion information signage is available prior to event ? Police/event officials to direct traffic to car parks ? Event organisers to monitor crowd control and act
? Event officials to ensure pedestrians remain on the upon any delay in accessing the site
pathways and not on the road ? Event organisers to ensure all key personnel are in
? Ensure adequate entry points to the site are radio contact with each other and the central control
available point
? Ensure main lighting system is adequate for whole ? Ensure the findings of this risk assessment are made
area aware to all event officials
Final Risk Assessment Scoring With Adhered Controls Low to Medium
Severity Likelihood x
Negligible
Risk Assess. Marginal No.: SMS02 Task/Activity: Event Security Serious Date Prepared: 05/04/2010 Critical
Catastrophic
Remote
Occasional Key hazards associated with the above task/activity. Ref.
Probable
3 2 1 5 4 3 2 1 Score:
X X 1 Injury during theft of monies to event personnel 3
2
3
4
5
6
7
8
9
10
Risk Assessment Scores: 10+ Very High Risk 5-9 High Risk 1-4 Low Risk
Event Organisers X Members of Public Site Visitors Event Officials X Young Persons Others
Information & Physical Controls Managerial & Procedural Controls ? The site to be fenced with a stringent “ticket only” ? Event Organisers to remain in contact with Surrey
policy Police and Group Four at all times.
? Ensure all takings from the event are regularly ? Ensure the findings of this risk assessment are made
moved from the entry points and secured aware to all event officials
? Entry points to be in contact with main control point
during the active part of the event
Final Risk Assessment Scoring With Adhered Controls Low Risk
Severity Likelihood x
Negligible
Risk Assess. Marginal Lost Children & Protection of No.: SMS03 Task/Activity: Serious Children from Harm Date Prepared: 05/04/2010 Critical
Catastrophic
Remote
Occasional Key hazards associated with the above task/activity. Ref.
Probable
3 2 1 5 4 3 2 1 Score:
X X 1 Children loosing their guardians 4
2
3
4
5
6
7
8
9
10
Risk Assessment Scores: 10+ Very High Risk 5-9 High Risk 1-4 Low Risk
Event Organisers Members of Public Site Visitors X Event Officials Young Persons X Others
Information & Physical Controls Managerial & Procedural Controls ? Lost children will be directed to Police Control Point ? Event Organisers to remain in contact with Surrey
via announcement over public address system Police and Group Four at all times.
? Any child found without a responsible adult will be ? All staff dealing with children to be CRB checked prior
taken to the lost child area (Police Control Point) to event.
and announced over PAS (not giving child’s name) ? Ensure the findings of this risk assessment are made
aware to all event officials
Final Risk Assessment Scoring With Adhered Controls Low Risk
Severity Likelihood x
Negligible Risk Assess. Prevention of Public Nuisance Marginal No.: SMS04 Task/Activity: and First Aid Serious Date Prepared: 05/04/2010 Critical
Catastrophic
Remote
Occasional Key hazards associated with the above task/activity. Ref.
Probable
3 2 1 5 4 3 2 1 Score:
X X 1 Minor injuries during the course of the event 4
2 Alcoholic inebriation X X 6
3
4
5
6
7
8
9
10
Risk Assessment Scores: 10+ Very High Risk 5-9 High Risk 1-4 Low Risk
Event Organisers Members of Public X Site Visitors X Event Officials X Young Persons Others
Information & Physical Controls Managerial & Procedural Controls ? Beer tent to be regularly patrolled ? Event Organisers to remain in contact with Surrey
? Nuisance drinkers to be asked to leave and escorted Police and Group Four at all times.
off site ? Beer tent staff to be reminded not to serve intoxicated
? Police to be informed of any troublesome people persons
and arrested or evicted from the site ? Ensure the findings of this risk assessment are made
? First Aid tent to remain fully staffed throughout and aware to all event officials
to be in radio contact with other event personnel in
order to react to any injury without delay
Final Risk Assessment Scoring With Adhered Controls Low Risk
Severity Likelihood x
Negligible Risk Assess. Emergency Evacuation of the Marginal No.: SMS05 Task/Activity: Event Serious Date Prepared: 05/04/2010 Critical
Catastrophic
Remote
Occasional Key hazards associated with the above task/activity. Ref.
Probable
3 2 1 5 4 3 2 1 Score:
X X 1 Injuries caused by panic 6
2
3
4
5
6
7
8
9
10
Risk Assessment Scores: 10+ Very High Risk 5-9 High Risk 1-4 Low Risk
Event Organisers X Members of Public X Site Visitors X Event Officials X Young Persons X Others
Procedural Controls
? In the event of the event having to be evacuated for any reason, the following guidelines should be followed:
? Event officials should be made aware of the situation before the general public to ensure they can assist
in the evacuation of the area.
? The music should be stopped before any announcement
? Main lights should be turned on
? Announcement should be made over the public address system stressing the need not to panic
? Public should be informed which exit they should leave by and where they should go ( staff to Air Balloon
Public House)
? Any lost or separated children will also be taken to the Public House to be reunited with their families
? Ensure the findings of this risk assessment are made aware to all event official
Final Risk Assessment Scoring With Adhered Controls Low Risk
RISK ASSESSMENT BRIEFING RECORD
BRIEFING TITLE:
Applicable Risk Assessments:
Briefing Given By: Date:
Ref. Event Official’s Name Signature Comments 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15