Risk Assessments

Those running a society or committee have a duty of care in law to ensure the safety of its members and any other people who may be affected by its activities and events. Therefore, if you organise an activity for people, you need to take the necessary precautions to keep the activity safe.

Each society needs to have their own risk assessment. This will be for reoccurring ‘normal’ society activity. For example, if you were a badminton club you might meet once a week to play badminton, and this would be the risk assessment for this.

Click here to download a Society Risk Assessment.

As a society you may wish to put on an event which might differ from your ‘normal’ society activity such as a cultural night or a ball for example. You will need a different risk assessment for this.

Click here to download a Society Event Risk Assessment

 

Both templates have a standard risk assessment just to cover the absolute basics, but you need to add in all the risks which might occur during your society activity or event. Below are some common events with risks which might be associated with them. Feel free to copy and paste ones that are relevant to your activity/event.

External Attendees (Guest speakers, students external to SOAS and other external people)

 

What are the Hazards and how could they cause harm? 

Who may be at risk? 

Existing Control Measures 

Current Risk Level (S×L=R) 

What additional control measures are required 

To be actioned by when and by whom 

Completion date 

Final Risk Level (S×L=R) 

R 

Fire – External attendees being unaware of fire procedure 

Externals attending the event. 

At the event's beginning, external attendees will be made aware of fire escapes in the building in the event of a fire and where the external evacuation point is. 

10 

Before the event, a list of externals will be provided to security so they are aware of any externals who may require assistance if a fire occurs. In the event of a fire, society committee members will help direct externals to the fire escapes.  

Society committees to provide a list of externals to the Sports, Activities and Events Coordinator before the event 

 

The society committee members 

[ENTER THE DATE OF THE DAY BEFORE EVENT DATE] 

 

Accessibility Needs – If there are externals who require assistance  

External Attendees 

Society members will ensure that the room which they have booked for the event is accessible for their attendees 

A list of external attendees will be sent to security before the event so that they are made aware in case of an emergency 

Society committees to provide a list of externals to the Sports, Activities and Events Coordinator before the event 

[ENTER THE DATE OF THE DAY BEFORE EVENT DATE] 

 

Overcrowding due to a popular event – students potentially squished into a room which is too small 

People attending the event and others in the building 

Ensure to keep to the capacity of the room and if this is met then a committee member from the society is responsible for enforcing a one-out-one-in policy 

 

No further control measures required 

N/A 

N/A 

 

 

 

 

Film Screening/ Music Event/ Concert

 

What are the Hazards and how could they cause harm? 

Who may be at risk? 

Existing Control Measures 

Current Risk Level (S×L=R) 

What additional control measures are required 

To be actioned by when and by whom 

Completion date 

Final Risk Level (S×L=R) 

R 

Low Lighting – Causing trips or falls – People might have to leave the room quickly for an emergency won’t be able to see 

People attedning the event. 

Attendees will be told to ensure that walkways are clear and that their personal belongings are tucket away 

15 

In the event of an emergency the lights will be turned on fully as soon as possible so that attendees are able to see and leave quickly  

The society committee members 

At the time if an emergency was to occur 

 

Loud music 

Attendees or other people in the surround area to the event 

Noise will be kept at an appropriate level and an appropriate room will be booked for this 

No further control measures required 

N/A 

N/A 

 

 

 

Injury because of Heavy Lifting – instruments or any other equipment needed 

Society members or people helping to set up 

Correct manual handling will be done when heavy items are moved. If needed the university estates team will be asked to help 

No further control measures required 

N/A 

N/A 

 

 

 

 

Still a little lost? Click here for guidance on filling out the risk assessment froms

What are the Hazards and how could they cause harm?

You can break this down into three parts:

  • Hazard – Something that if interacted with might cause an accident.
  • Hazardous Event – Something or someone dangerously interacting with a hazard.
  • Consequence – Outcome of the interaction, such as an injury or damage to property. Be specific about what harm is caused (such as burns, musculoskeletal injuries or electrocution).

For example: Hazard: Cup of Tea Hazardous Event: Knocking over or cup of tea Consequence: Burns

Who may be at risk?

This will likely be one or more of the following groups of people: society members, students, members of the public or staff members.

Other groups may include children, pregnant people, people with disabilities, elderly people, contractors (who are not employed by SOAS, such as caterers), etc.

Existing Control Measures

These are preexisting measures that reduce the risk of a hazardous event happening. These control measures should already exist at the time of writing the risk assessment. This section may also be blank if there are no preexisting measures at the time of writing.

Current Risk Level S x L= R

S stands for Severity and L stands for Likelihood. Times them together to get the Risk Rating.

To assess this, you will need to look at the last page of the template and make an informed decision yourself. Base the severity off the consequence and the likelihood off the hazardous event (i.e. how likely is the hazardous event and how severe would the consequences be?). 

If the risk is over 9 you will need to ensure that the control measures will reduce this down to a ‘moderate’ level.

What Additional Control Measures are required?

It is okay that not all control measures are in place at the time of writing the risk assessment. As such, this section is for you to write what new measures will be enacted. If there are no ‘existing control measures’ already, then this section needs to be filled in. However, if the existing control measures are satisfactory, then this can be blank. Most likely, you will have both existing and additional control measures.

To be actioned by when and by whom?

Who is going to ensure that these control measures are put in place? For example, will it be the president, sports coach or someone else? If a specific person is mentioned here, share with them the risk assessment and any tasks delegated to them. Completion date Use it as a deadline of when to action this by. You could also say that it is ‘ongoing’ or that it will be completed each week if it is something like checking whether equipment is safe to use.

Final Risk level S x L = R

As above, you are assessing the risk of the hazard from severity x likelihood, but this time your calculation is based off the Additional Control Measures. The Final Risk Rating should be lower than the Current Risk Rating. If you enter in the ‘Severity’ and the ‘Likelihood’, it will automatically calculate the Risk for you.

Keep an electronic copy for easy updating and send your risk assessment through to st104@soas.ac.uk

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