This document sets out the process by which a risk assessment is completed for all activities that take place. The risk assessment template can be found in the document hub on assemble. Or by clicking the link: Document Hub | Assemble the risk assessment matrix can also be found on the document hub or by clicking the link: Document Hub | Assemble
A risk assessment should be completed for every activity undertaken by branch volunteers. The completed risk assessment should then be added to the event on Go Assemble so that all members attending the event can see it.
Many third party event organisers will require a copy of your risk assessment before you can book into the event. It is good practice to take a paper copy or an accessible digital copy to the events as well as you may be asked to produce it by the organisers.
Complete the Date, Event, location and assessor.
The person completing the form is the assessor.
Who is affected by the risk, list everyone who you believe would be affected by the risk at the event you are going to.
Use groups of people in the 'who is affected by the risks' box. Such as Volunteers/members of the public.
Event is the name of the event or activity. Location is where it is being held.
Example of Event and Location is: EVENT Royal Welsh Show. LOCATION Builth Wells:
Identify the activity/area of assessment
Walk around the venue of the event to identify anything, area or activity that may reasonably cause harm to volunteers/members of the public. Some people may be more at risk from harm for example expectant mothers/younger people. It is important to be mindful when completing the risk assessment.
An activity/area of assessment is, for example; putting up a gazebo or cash handling.
1. This is the column that identifies the area or activity you are assessing.
2. This is the column that highlights the hazard associated with the activity.
Each activity is assessed on its own.
See example below for completing the activity and the relating hazards to the activity.
Each activity may have more than one hazard. Each hazard needs its own row. Highlighted by the arrows:
Start a new row in the activities column once all the hazards have been identified for each activity. Repeat this process with all the activities that will be involved and all relating hazards.
Once you have outlined all the areas and their associated risks. It is important to put in place control measures to offset the risks you have highlighted.
1. If you are siting manual handling, it is important that all volunteers who are doing this activity have had manual handling training. This applies for any activity that needs additional training.
2. Each hazard will have its own control measures needed to reduce the risk. However each hazard may have more than one control measure.
Talk to other members of the branch who have previously completed a risk assessment for assistance. As they may already have highlighted these risks and control measures for other events. Similarly other branches within your region can help you.
Remember you may not be able to eliminate all risks but you need to do everything reasonably practicable to protect people from harm.
Things could change between first conducting your risk assessment and the event. It makes sense therefore to review what you are doing on an ongoing basis.
1. First decide how likely it is for the identified risk to happen. Make a note of the number from the row below in the L column on the risk assessment as seen above.
2. Second decide what the severity of the injury/outcome would be if the risk were to occur. Make a note of the number from the column below in the S column in the picture above.
3. Add these two figures together and put that in the Risk Rating (RR) column on the risk assessment form.
Number 1 and number 2 below correspond with number 1 and number 2 above:
There is useful guidance on the Health and Safety Executive (HSE) website. See link below:
Continuing the example of putting up a gazebo and calculating the risk. The RR is 3 which is an acceptable level of risk. See below.
For this example no additional control measures need to be put in place.
Complete the Risk Rating (RR) for all the activity/area of assessment that has been highlighted as potential hazards.
It is important to establish additional control measures if the Risk Rating (RR) is above 5. This is so the risk is as low as it possibly can be and it ensures the safety of volunteers and the public at the event.
In summary all events/activities require a completed risk assessment to be completed by the branch. Good practice is to take a hard copy of the risk assessment to the event/activity you are attending so it can be produced if asked for.
The risk assessment also needs to be added to the event on assemble so there is a record of the assessment that is easily accessible if required.
When attending a third party event they may send their own risk assessment template to be completed and sent back to them before the event. SSAFA would not be able to attend the event if this was not completed
For further guidance and support speak to other members of the branch who have experience in completing risk assessments. Also contact your Community Engagement Manager who can support with the completion of a risk assessment.
Gayle Bee Community Engagement Manager East Midlands. [email protected]
Jessica Carey Community Engagement Manager Wales. [email protected]