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Risk Assessment - External Events
1. Procedure - General Principles
The Royal British Legion recognises its responsibility under the Health and Safety at Work Act 1974, for
ensuring, so far as is reasonably practicable, the health, safety and welfare of all persons involved in any
external event.
All risks will be considered prior to the commencement of every external event, and safety
precautions and procedures will be put into place to minimise the likely cause of accidents.
A system will be established to monitor the event's health and safety performance and ensure that the Legion
are informed of any problems that may arise in the management of health and safety, before, during and after
the event.
2. Definition
A planned Legion event which is organised and arranged by Legion employees or members and takes place
somewhere other than Legion owned or leased premises.
3. Responsibilities
3.1
3.2
3.3
General Responsibilities
•
All personnel have a significant role to play in the achievement of a successful and 'accident free'
event. Each and every individual also has a legal obligation to w o r k s a f e l y .
•
Reasonable care must be taken to ensure the health and safety of Legion personnel and other
persons who may be affected by their acts or omissions.
•
Personnel should co-operate with other persons, as far as necessary, to enable the Legion to
comply with the duties placed on them.
•
Personnel must not intentionally or recklessly interfere with
provided in the interests of health, safety or welfare.
•
All accidents, injuries, and material damage must be reported.
•
Any safety hazards observed or identified must be
•
All instructions, verbal or written, given to ensure the
safety of others must be followed.
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Any modification of equipment, materials or signage which would affect the health and safety Of
any person is to be avoided.
o r m i s u s e a n y s e r v i c e o r facility
reported.
p e r s o n a l s a f e t y of L e g i o n p e r s o n n e l and
the
Specific Responsibilities
•
The event organiser has specific duties and responsibilities for the overall management of health
and safety during the organisation and running of the event.
•
Prior to the event commencing, the organiser will ensure that risk assessments are completed
and then implemented throughout the event, sharing this duty with other organisations as
appropriate. This will serve to remind all those taking part of their duties and of the hazards they
may face while at the event.
Risk Assessment
All organisers of events are to carry out risk assessments prior to the event taking place. A written record of
the findings of the risk assessment is to be made. When carrying out risk assessments organisers should
consider the following points:
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•
•
•
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The level of management control and experience of line managers, personnel, etc, who will be
responsible for maintaining order and planning the event.
The type of visitor expected and the activities that the visitors will undertake whilst at the venue.
Information gathered from previous events of this nature or events that have been conducted at
this venue before.
The level of supervision required to maintain crowd control and ensuring full compliance with
safety arrangements.
The level of communication required with members of the public and other organisations involved
in the event; that is, other voluntary bodies and the emergency services who may need to be
informed.
•
•
The emergency arrangements that may be needed; that is, provision of first aid.
Environmental factors, contingency plans for adverse weather conditions or excessive numbers
arriving at the venue.
The management of crowds requires teamwork with good communication and co-ordination between those
responsible for the overall operation. In particular the team needs:
•
•
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Clear roles and responsibilities;
Written arrangements for the regular analysis, planning, inspection, operation and review of
crowd safety systems; and
Adequate training.
The management of crowds carries with it great responsibility.
disaster depends on good management. The team should:
•
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•
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Preventing the unexpected from becoming a
Research the type of visitor and likely behaviour.
Assess information from previous events at the venue.
Conduct a risk assessment to consider the adequacy of the arrangements.
Inspect the venue and review arrangements.
Set targets for crowd management.
Liaise with outside agencies.
Organisers should act as the principal focal point for health and safety during the preparation of the event and
fj8VelOP and implement an integrated System for successful m a n a g e m e n t of h e a l t h a n d s a f e t y . A c t i o n m u s t
b e t a k e n a s n e c e s s a r y to ensure that arrangements operate correctly on the day Of the event.
•
Public events
where events are public events, for example Cenotaph Parade and Service in London, the
police are to be consulted on crowd control.
Closed events
Where events are closed events, for example in a theatre or conference hall or on a football
pitch or sports field (with controlled access) the owner's instructions and regulations are to be
obtained and followed throughout.
Adventurous events
Where the event is of an adventurous nature, for example canoeing, climbing or bungee
jumping, and in particular where young people are involved, the advice of the controlling body
is to be' sought. The attention of organisers is drawn to The Adventure Activities Licensing
Regulations. Check with the Legion's insurers to ensure that the event is covered by the
Legion policies.
4
ACCIDENT REPORTING
4.1
All accidents, no matter how small or trivial they may seem, must be reported. There are three
main reasons for reporting accidents:
(1)
To ensure prompt and correct medical treatment is administered;
(2)
To document the injury and archive the details in case of later investigation resulting from
criminal or civil proceedings; and
(3)
To ensure that suitable and sufficient investigation can be carried out so that organisers can
aim to prevent the occurrence of a similar accident.
4.2 MajOr aCCidentS may fall Within the Categories set out in The Reporting
of I n j u r i e s , D i s e a s e s a n d
Dangerous Occurrences Regulations (RIDDOR) and in the event of such accidents occurring, the
Legion will be required to report the details of the accident to the enforcing authority.
4.3 In the event of serious injury, RIDDOR requires that the event organisers notify the circumstances to the
local enforcing authority. This may then result in a subsequent investigation. Personnel should be
aware that the police may wish to attend the scene of a serious accident and are legally permitted to
take statements, under caution, from those involved. These statements may be used by the
authorities in any subsequent criminal prosecution.
5
REVIEW
This procedure iS tO be reviewed each year or following a n y c h a n g e s within the structure of t h e
organisation for the event, which may affect its implementation.
(A copy of Form HO/041 Annex A should be completed for each event and retained as a written
statement of the risk assessment).
W Handbook 2015 interim draft as at rebruary 2015