Upper Foyer Events Risk Assessment Guidance
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- Phyllis Logan
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1 Upper Foyer Events Risk Assessment Guidance Aim The aim of this document is to highlight some of the potential hazards arising from events held within the upper foyer of the Main Building. The hazards identified are based on a fictional event. Your event may also include these hazards along with some additional hazards not listed here. Typical event scenario Promotional event where promotional literature and marketing materials is placed on trestle tables covered in table cloths to be distributed to visitors. Posters are displayed on exhibition stands at the rear of the area and a 42 inch LCD TV mounted on a metal stand displays a presentation. In addition, hot food is provided by Catering Aston and served from a table, kept warm in a chafing dish using chafing gel burners. These hazards are listed at the end of the table below. Set up & event hazards: TYPICAL HAZARDS WHO MAY BE HARMED & HOW TYPICAL CONTROL MEASURES Improper manual handling of equipment and furniture. The event team may sustain musculoskeletal injuries 1 or cuts and abrasions. More than one person will assist in the lifting of trestle tables. Promotional literature will be transported via trolley or carried in small quantities. The TV stand will be on wheels. Exhibition stands will be on wheels. Porters will be available to Obstructions or debris on the floor. Fire from electrical installation/equipment fault. The event team or visitors may suffer musculoskeletal injuries or cuts and abrasions through slips and trips. burns or smoke inhalation from a fire developing through a fault in the electrical installation/equipment. assist. The floor area will be checked prior to and during event. Debris and waste materials will be placed in an appropriate receptacle. Procedures will be in place to deal with spillages and breakages such as the use of warning signs. The electrical installation will be tested on a five yearly cycle. Portable electrical equipment will be tested at appropriate intervals. The event team will be 1 Musculoskeletal injuries refer to injuries to the muscular or skeletal systems such as strains, sprains, dislocations and fractures. Page 1 of 6
2 TYPICAL HAZARDS WHO MAY BE HARMED & HOW TYPICAL CONTROL MEASURES instructed to report defects immediately to Estates Helpdesk on Portable fire extinguishers will be made available. An automatic fire detection system will be in operation. Inadequate provision of evacuation stewards. Inadequate first aid provision. Attendance by the public. Extremes of temperature Accumulation of waste materials. The event team, visitors and other staff and students may suffer personal injury in the event that they cannot evacuate, or do not know what to do when the alarm sounds. severe personal injury in the event of a delay in receiving first aid treatment. personal injury in the event of physical violence. ill-health effects from extremes of temperature including excessive heat or extreme cold. musculoskeletal injuries or cuts and abrasions through slips and trips. Page 2 of 6 The main event organiser will brief the event team on their role during an emergency. During a fire alarm activation, the event team will direct visitors to the nearest available exit. A first aid kit will be located in the foyer. The main event organiser will arrange for the appropriate level of first aid cover. The event team will be informed of the Security emergency number (222 internally or from a mobile). The event will be aimed at staff and attendance by members of the public will be limited to those passing by the foyer. Security Officers will be patrolling the campus during the event. The event will be located away from the main doorways. A heating system will be available. During hot weather, bottled water will be made available to the event team. A rota will be implemented to provide the event team with adequate rest breaks. Additional waste receptacles will be provided. The event team will look out for and remove waste during the event. The cleaning team will be asked to tidy the area
3 TYPICAL HAZARDS WHO MAY BE HARMED & HOW TYPICAL CONTROL MEASURES following the event. Congestion due to overcrowding. Collapse of trestle tables. Overturning of TV and stand. Trailing power cables. The event team, visitors and other staff and students may suffer personal injury due to overcrowding. personal injury in the event that a trestle table falls onto them. personal injury in the event that the TV & stand falls onto them. personal injury in the event that they trip over the power cable to the LCD TV. The event will be held between 10am and 12pm. Visitors will be restricted to 50 people. Larger numbers will be turned away by the event team. This will be monitored by the main event organiser. A registration process will be in place to ensure that capacity is kept below 50 people. The trestle tables, TV/stand and exhibition stands will be positioned away from main circulation routes. Extendable (Tensa) barriers will be used to corral visitors and leave access free for non-attendees. Trestle tables will be checked for defects prior to use. The event team will be instructed how to securely erect trestle tables at the beginning of the event. Trestle tables will be loaded evenly and are not used for sitting or leaning on. The TV & stand will be hired from MLT 2 who will carry out a safety check prior to the event. The TV & stand will be positioned away from pedestrians. Wheel locks will be engaged. The power lead will be securely taped to the floor to prevent movement. The power lead will be routed away from pedestrian areas. The power lead will be securely taped to the floor to prevent movement. 2 Media and Learning Technologies. Page 3 of 6
4 Food safety hazards: TYPICAL HAZARDS WHO MAY BE HARMED & HOW TYPICAL CONTROL MEASURES Contact with steam, hot water, oil and hot surfaces. Kitchen and food serving staff may suffer scalding or burn injuries. Staff will be trained in the risks of hot oils and on procedures for emptying/cleaning chafing dishes. Staff will be trained in the risks from the release of steam. Staff will be instructed to wear long sleeves. Cutlery, tongs and scoops will be available to avoid directly handling food. Heat-resistant gloves, cloths and aprons will be available. Dishes and chafing fuel containers will be left to cool Improper use of chafing fuel. Improper use of knives. Bacterial growth in foods (causing illness) Food serving staff and customers may suffer scalding, burn injuries or smoke inhalation. Staff involved in the serving of food could suffer cuts from contact with blades. Those consuming or handling food may become ill. Page 4 of 6 prior to moving. Chafing fuel will be lit using a long-handled taper/lighter. Once lit, the chafing dish will never be left unattended by staff. Food handling staff will ensure sufficient water levels are maintained within the chafing dish. Chafing fuel will be lit and kept away from combustible materials. Chafing fuel will be placed on a heat-proof mat. An appropriate portable fire extinguisher will be located nearby. The flame will be extinguished by placing the cap onto the chafing gel unit. Staff will receive training in the safe use and handling of knives. Knives will be suitably stored when not in use. First Aid assistance can be summoned via Security on 222 or Cutlery, tongs or scoops will be used to handle foods.
5 TYPICAL HAZARDS WHO MAY BE HARMED & HOW TYPICAL CONTROL MEASURES Disposable gloves will be available for serving staff. Jewellery will be kept to a minimum and long hair tied back. Food will be kept covered whilst it is being stored, transported and on display. Serving staff will be instructed to wash hands regularly, particularly before and after eating, visiting the toilet, smoking, etc. Anti-bacterial hand-gel will be available. Food will be maintained at a temperature at or above 63⁰c. This is assessed by probing at regular intervals. Spillage of food or liquid on the floor. Person suffering an allergic reaction to an ingredient. Food handlers suffering from gastrointestinal illness. Pedestrians may slip on spilt food or liquid. Those consuming or handling food may become ill. Those consuming or handling food may become ill. Equipment for dealing with spillages will be on hand. Serving staff have been trained in the correct techniques for dealing with spillages. Waste receptacles are available nearby. Signage will be displayed encouraging customers to report spillages. Notices will be displayed asking persons with allergies to seek further information about ingredients. Food handlers will ensure that a list of ingredients is made available. First Aiders will be available as and when required. Food Handlers will be trained and instructed to inform management of symptoms of gastro-intestinal illness 3. Food handlers will not undertake food handling duties within 48 hours of the symptoms ending. 3 Diarrhoea and vomiting. Page 5 of 6
6 Additional hazards Your event may involve additional hazards depending on the activities undertaken and equipment used. For example: Temporary lighting or decorations (including balloons 4 ). Working at height. Vulnerable people including children, elderly or disabled. Other food borne pathogens (germs) or contamination (foreign objects) not listed above. Unsafe activities by other exhibitors. Excessive noise levels. Stress. Inadequate welfare facilities. Unplanned changes such as severe weather, non-availability of key staff. Next Steps Using the standard risk assessment form (link below), you need to risk assess your event, highlighting the potential hazards, who might be harmed and how, the existing control measures and whether any further controls are required. Once you have completed your risk assessment, you will need to let your team know what the hazards are and how you intend to manage them. Should you require further advice and guidance then please get in touch with the Health and Safety Unit: Andrew Vickers Head of Health and Safety MB safety@aston.ac.uk 4 Some people have a latex allergy, and helium is an asphyxiant. Page 6 of 6
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