EVENT RISK ASSESSMENT.

Event Date(s): Mon 16th Tue 17th April 2012 Build up: 14:00 19:00

Event: Olympic Party

Venue(s): Open: 19:00 01:00 Break down: 01:00 02:00 The Party Bus 90* (Club)

Risk assessment undertaken by: Nick Stokes Signed: Date:

Risk Assessment verified by: Tiffany Bryant Signed: Date:

Severity High Transfer Low Minimize High Probability Retain Low Control

Distribution: Driver (D) Venue Manager (VM) Venue Staff (VS) Corin Bowley (CB) Kasia Weiss (KW) Katy Potter (KP) Kieran Scott (KS) Naomi Wilson (NW) Nick Stokes (NS) Richard Slade (RS) Rosie Maguire (RM) Sarah Hillyer (SH) Sasha Young (SY) Tiffany Bryant (TB)

Event Staff (EV):

(Shone and Parry 2010)

Content and Calculation Rationale: The content of this risk assessment is based on the risk assessment parameters laid out in The Event Safety Guide (HSE 1999). The simplified risk calculation is taken from Crowd Dynamics (2011) software; Event Planner. A software suit now being used by a growing number of local authorities for event health and safety practises.

Scope of Risk Assessment This assessment covers Wider Risks to the Event incl. External Threats from 12/02/12 to 17/04/12

Show Profile: First day back after Easter Holidays. Day of week picked has very low competition. Well reputable venue. Student loans pay day.

Hazard
NO TICKETS SOLD

Who is at Risk?
The Event

P
2

S
3

R
H

Controls
Tickets prices will be reduced from 3 & 7 to 1 & 3, with new marketing push to stimulate sales. Emergency group meeting held. Roles and responsibilities re-distributed.

By
ES

P
1

S
3

R
M

AL
MED

ILLNESS OF STAFF

The Event.

ES

LOW

Probability (B)
3 - High 2 - Medium 1- Low

Severity (S)
3 - Serious Injury / Death. 2 - RIDDOR 3 day 1 - Minor Injury / First Aid

Calculation of Risk (R)

Probability
3 2 1 MED LOW LOW 1 HIGH MED LOW 2 Severity HIGH HIGH MED 3

Action Level
LOW no action required. MED justify / review for each event day. HIGH immediate action / further controls needed.

Hazard
VENUE CANELLATION

At Risk
The Event.

P
1

S
3

R
M

Controls
3-Phase Plan; Notify all customers event has been cancelled via social media & email. Aim to re-schedule event, avoiding loss of investments. If step three is not possible fully cancel event and arrange refunds to pre-sale ticket holders.

By
ES

P
1

S
3

R
M

AL
MED

BIG RED BUS CANCELLATION

The Event

If this were to happen in advance; a replacement would be arranged, if replacement is not available at such little notice, a refund of the 5 difference would be made to the VIP tickets holders. T&Cs state in this situation, Limitless Events hold no responsibility for the transport of customers to the event. If this were to happen on the day, the same notifications would be sent out to tickets holders as well as an ES representative will be waiting at each collection point in case any tickets holders didnt get the notification.

ES

LOW

FRUDULENT TICKETS ADVERSE WEATHER; ICE / SNOW.

The Event

Tickets serial numbered. Customers names will be taken down with the purchase of advance tickets.

ES

MED

The Event.

Steps to venue used for aggress and regress will be cleared of snow and salted to clear ice. Customers cautioned to take care while travelling to from the venue in prior notifications and while at the event.

ES

MED

Probability (B)
3 - High 2 - Medium 1- Low

Severity (S)
3 - Serious Injury / Death. 2 - RIDDOR 3 day 1 - Minor Injury / First Aid

Calculation of Risk (R)

Probability 3 2 1 MED LOW LOW 1 HIGH MED LOW 2 Severity HIGH HIGH MED 3

Action Level
LOW no action required. MED justify / review for each event day. HIGH immediate action / further controls needed.

Scope of Risk Assessment This assessment covers The Big Red Party Bus from 17:00 16/04/12 to 22:30 16/04/12

Visitor Profile: Age range 18-30 Students Alcohol consumption high Likelihood of some drug use medium 0% children Average attendance 40

Show Profile: Max Visitor Capacity at any one time: 54 (+ 2 ES) Venue varies both in transit and stationary. Party bus scheduled for three pick-ups each at a halls of residence.

Hazard
FIRE

At Risk
Event Staff. Driver. Attendees.

P
2

S
3

R
H

Controls
Extinguishers Staff Training Emergency Evacuation Doors All decorations used will be fire retardant. Attendees Briefed on fire exits and procedure on arrival. Party Bus within its annual MOT and is often serviced.

By
ES NS

P
1

S
3

R
M

AL
MED

ES ES D ES NS ES ES D ES ES 1 3 M MED 1 2 L LOW

SLIPS, TRIPS AND FALLS.

Event Staff Attendees.

Spillages moped / cleaned up straight away. high vis tape for steps. Attendees asked to remain seated while the Bus is in transit. Event team roaming & monitoring bus for obvious trip hazards. Bus has Public Liability Insurance and Party Bus Insurance

BUS CRASH

Event Staff. Attendees. Public. Driver.

Event Staff to make sure the attendees never distract the driver from the road with behaviour or antics. Attendees asked to remain seated while the Bus is in transit. Bus has Public Liability Insurance and Party Bus Insurance. Party Bus within its annual MOT and is often serviced.

D D ES ES 1 2 L LOW

ANTISOCIAL BEHAVIOUR (most likely alcohol based.)

Event Staff. Attendees. Driver.

Anyone deemed too drunk will not be allowed entry on the bus. Only a certain amount of drink per person allowed on the bus. (2 Drinks)

Probability (B)
3 - High 2 - Medium 1- Low

Severity (S)
3 - Serious Injury / Death. 2 - RIDDOR 3 day 1 - Minor Injury / First Aid

Calculation of Risk (R)

Probability 3 2 1 MED LOW LOW 1 HIGH MED LOW 2 Severity HIGH HIGH MED 3

Action Level
LOW no action required. MED justify / review for each event day. HIGH immediate action / further controls needed.

Hazard
DELAY

Who is at Risk?
Event Schedule.

P
2

S
2

R
M

Controls
Bus Drivers will have a satnav to avoid getting lost. Taking place on a Monday night, not busy traffic. Will have a built in 5 minute contingency period for the inevitable late comers at each pick-up. Will have permission to use parking spaces within a close proximity to destinations.

By
D

P
1

S
2

R
1

AL
LOW

ES

TB ES 1 3 M MED

OVER CROWDING

Event Staff Attendees.

Advance tickets on sale and people counted on and off bus to regulate amount of attendees aboard and attracted in the first place. The amplified sound levels will remain well below reasonable levels.

NOISE

Event Staff Attendees. Driver. Public.

ES

LOW

Probability (B)
3 - High 2 - Medium 1- Low

Severity (S)
3 - Serious Injury / Death. 2 - RIDDOR 3 day 1 - Minor Injury / First Aid

Calculation of Risk (R)

Probability 3 2 1 MED LOW LOW 1 HIGH MED LOW 2 Severity HIGH HIGH MED 3

Action Level
LOW no action required. MED justify / review for each event day. HIGH immediate action / further controls needed.

Scope of Risk Assessment This assessment covers Ninety Degrees Club from 17:00 16/04/12 to 01:00 17/04/12

Visitor Profile: Age range 18-30 Students Alcohol consumption high Likelihood of some drug use medium 0% children Busiest times 10.00pm - 12.00mn. Average attendance 175

Show Profile: Max Visitor Capacity at any one time: 250 (+ 20 ES / VS) Show activities include; Music via DJ & Olympic style audience interactive games and activities

Hazard
FIRE / HAZARD REQUIRING EMERGENCY EVACUATION.

At Risk
Event Staff. Venue Staff. Attendees.

P
2

S
3

R
H

Controls
Fire Alarms Extinguishers Staff Training Site Evacuation Procedure Lots of highly visible emergency exits, checked for obstacles and that theyre not locked as soon as on site for Build. All decorations used will be fire retardant. Attendees Briefed on fire exits and procedure on arrival. Risks assessment carried out to control financial hazard resulting from incidents.

By
VS VS V/ES ES NS

P
1

S
3

R
M

AL
MED

SY ES NS NS ES ES VS ES VS VS VS VS 1 2 L LOW 1 2 2 LOW

SLIPS, TRIPS AND FALLS.

Event Staff. Venue Staff. Attendees.

Ladders / heights equipment used for build and break inspected prior to use and used in a safe manner i.e. someone holding the bottom. Any cables duck taped or matted. Spillages moped / cleaned up straight away. Event team roaming & monitoring venue for trip hazards. Venue has Public Liability Insurance and correct Entertainment Licences.

ANTISOCIAL BEHAVIOUR (most likely alcohol based.)

Event Staff. Venue Staff. Attendees.

SIA Trained security on door, no entry if drunk. Security monitoring audience all night for any signs of aggravation. Well trained bar staff to refuse serving if they suspect person is over their limit.

Probability (B)
3 - High 2 - Medium 1- Low

Severity (S)
3 - Serious Injury / Death. 2 - RIDDOR 3 day 1 - Minor Injury / First Aid

Calculation of Risk (R)

Probability 3 2 1 MED LOW LOW 1 HIGH MED LOW 2 Severity HIGH HIGH MED 3

Action Level
LOW no action required. MED justify / review for each event day. HIGH immediate action / further controls needed.

Hazard
ELECTRICITY

At Risk
Venue Staff. Event Staff. Attendees.

P
2

S
3

R
H

Controls
All equipment on site and brought onto the site will be PAT tested prior to event. Only trained and experience DJ to operate electrical equipment.

By
VS

P
1

S
3

R
M

AL
MED

VS 3 2 H The amplified sound levels will remain within reasonable levels. Monitoring of overall sound level to avoid sound intensity peaks. VS VS 1 2 L LOW

NOISE

Event Staff Venue Staff Attendees

OVER CROWDING

Event Staff. Venue Staff. Attendees.

Advance tickets on sale and security at entrance to count in and out amount of attendees to regulate amount of people inside the venue.

ES VE

MED

EVENT TAKINGS GO MISSING.

Event Staff The Event.

Events takings are never to be left alone by whoever is currently responsible for them at any one time. Cash sign in and out sheet to be used when money is in transit or handed from one member of Event Staff to the other. While taking cash on the door two members of event staff over see and be responsible for the takings. Takings counted and signed over to the venues office safe while show Brea-down takes place.

ES

MED

ES ES

ES VM

References: Shone, A and Parry, B., 2010. Successful Event Management: A Practical Handbook. Andover: Cengage Crowd Dynamics., 2011. Event Planner [online] [viewed March 3rd 2012]. Available from; http://www.crowddynamics.com/products/event-planner.php Health & Safety Executive., 1999. The Event Safety Guide. 2nd edn. Sheffield; HSE Books.