Risk assessment template for Festival Organisers
Festival organisers will be required to complete a risk assessment to manage the health and safety at the event. Insurers will require proof of a risk assessment to demonstrate due diligence. In the event of a claim, whereby an accident or illness occurs, risk assessments will be used to prove the festival organiser did everything reasonable to reduce the likelihood of incident.
Risk assessments need to be comprehensive, detailed and accurate. They should comprise of all risks that could reasonably result in an incident or accident. Festivals pose a wide range of risks – each of which will need to be included and documented, as well as the measures taken to mitigate these risks. Festivals are unique, therefore the risk assessment should be subjective and tailored to the specific event.
At Insure Our Event, we have created a bespoke risk assessment template designed for small festival organisers. Our template details all the likely risks faced by festival organisers, and the possible control measures required. By downloading and completing the template, festival organisers will be well on the way to delivering a safe and conscientious event.
What’s included in a small festival risk assessment?
Insure Our Event’s comprehensive risk assessment contains, but is not limited to:
Use of contractor and vendors – All contractors must be vetted to ensure they have the appropriate health and safety documentation in place. Any third party vendors or stallholders on site must have their own risk assessment, and submit a copy to the organiser. Spot checks should be conducted throughout the lifespan of the event, including during assembly, during the event and when dismantling. Ensure stallholders and vendors complete a suitable risk assessment template here.
Emergency Procedures – Evacuation plans are key and must be detailed. Emergency action plans should step-by-step instructions for all foreseeable risks. All key staff and contractors should be involved in the creation and implementation of the emergency procedures, and allocated roles.
Safety of temporary structures – All services must be identified before structures are erected, to determine the suitability of the structures. Key contractors should be employed to construct temporary structures, not vendors. All ground works requires permission, and all utilities must be first identified in site plans. Marquees should be formally constructed and inspected. Barriers should be adequately able to prevent access.
Traffic Management – The whole length of the event will require traffic management, this might mean hiring traffic contractors is necessary. Pedestrian routes should remain clear, speed limits should be in place, and vehicle entry to the festival-space must be controlled. Drivers and passengers in festival-hired vehicles should be wearing high-vis, and exit points need to be clearly signposted.
Security and Overcrowding – Festivals are prone to overcrowding, especially when groups of people pack together and are not evenly distributed across the premises. Strict ticket security needs to be ensured to prevent capacity overflow. Security personnel and surveillance should be considered, as well as invasive actions including bag searches and identity screenings. Fencing should be in place to prevent trespassing and overcrowding. Performance stages for a festival should be open and not limit visibility.
Fire – Fire management will require a fire risk assessment. Designated smoking areas for a festival should be determined, and fire-proof bins need to be widely available. Petrol generators should not be on site, and firefighting equipment should be present throughout the site. Fire exits need to be signposted, and no cooking should be permitted by festival goers.
First Aid – Festival organisers should ensure an abundance of first aid medical equipment on site. First aid points need to be allocated. Event managers should be trained in first aid and trained in how to record an accident. All accidents need to be documented, and be made available for insurers if necessary.
Weather – Outdoors events such as festivals are prone to oppressive weather, including heat wind and rain. Weather should be monitored, providing updates to vendors and guests. Areas vulnerable to strong winds should be reviewed. Water points should be made available during hot days. Adverse weather cover should be considered to insure outdoor events.
By including these risks and placing control measures, festival organisers will reduce the likelihood of an incident and being involved in a claim.
