Student Spring

Festival Risk
Assessment

Birmingham City University Healthy and Safety

Estimating Risks Associated with Activities
An important aspect of risk assessment is that the measures put in place to
reduce the risks are proportional to the level or severity of risk.
Often
organisations ban activities or put in place unreasonable degrees of control that
appear over the top. Stories in the media of children having to wear safety
goggles to play conkers and local councils banning cheese rolling competitions
are just two examples.
To ensure that the approach at Birmingham City University is proportional and
sensible we must firstly identify what the level of risk actually is for the activity.
To do this we use a risk matrix to help identify both the likelihood of harm being
caused and the severity of harm that is the most likely outcome.
Again a sensible approach is required here as even a trip in an office could lead
to a fatal accident, but this is a very unlikely outcome in normal circumstances.
In most cases accidents such as a trip in an office would result in bruising or
occasionally broken bones.

2. First Aid or Minor

Property Damage

3. <3 days absence or

moderate property
damage

4. >3 days absence or

moderate property
damage

5. Long term injury/ill

health. Major property
damage

6. Death, disabling or
widespread property
damage

Severity
1. No injury or damage

Risk Assessment = Level

of Risk

If you look at the risk matrix below you will see that we have two scales to
consider: severity of harm and likelihood. We always consider the severity of
harm first and then the likelihood.

1. Almost
Impossible
2. Very
Unlikely
3. Unlikely <
50/50 chance
4. Likely >
50/50 chance
5. Very Likely

10

12

12

15

18

12

16

20

24

10

15

20

25

30

6. Virtually
certain

12

18

24

30

36

Likelihood

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Birmingham City University Healthy and Safety

The horizontal axis has degrees of harm ranging from no harm (value 1) up to
fatal injuries and severe losses (value 6). Use your judgement and identify the
most likely harm that would result if a person was exposed to the hazard bearing
in mind what effective controls were in place already to make the activity safe.
Definition: SEVERITY of HARM - the type of injury or harm most likely to be
caused by work activities.
Examples: If boiling water was being used for cleaning and no protective gloves
were available it is foreseeable that if the water was spilt and it went on a
persons hands the most likely harm would be scalds. These scalds would need
first aid treatment and potentially require a few days absence from work; this
would be rated as 3 on the severity scale.
Next we need to identify how likely it would be for this harm to happen, we need
to look at the activity and identify if anything is being done to minimise the harm
being caused. This includes the training people have received, how frequently
the activity is undertaken, any specialist equipment being used, and how the
activity is being carried out.
Using this information we need to identify the likelihood from the scale in the
matrix ranging from almost impossible (value 1) through to virtually certain
(value 6). Again use your judgement and discuss the likelihood with your work
colleagues, as long as you come to a consensus there is no exact science in risk
estimation.
Definition: LIKELIHOOD of HARM - the most probable outcome of someone
being exposed to the hazard and it causing actual harm.
Examples: If boiling water was being used for cleaning and no protective gloves
were available and the boiling water was in a leaking metal bucket stood on a
chair, it is likely that someone will be scalded by the water; this would have a
risk rating of 4 on the likelihood scale.
To identify the levels of risk for each hazard simply work your way along the
vertical and horizontal axis and calculate the overall score. In the examples given
above we have a severity rating of 3 and a likelihood rating of 4 so the overall
risk rating is 12.
Analysing the Level of Risk
Once we have identified potential hazards and estimated the magnitude of the
risk we then need to decide whether the risks are acceptable, tolerable or
unacceptable, this is called risk evaluation. We may decide that if a hazard is
unlikely to cause harm and if it did the harm was minor, we would accept this
level of risk as low. Consequently we may not need to take any action to prevent
the hazard causing harm and we would evaluate the level of risk as acceptable.
Definition: ACCEPTABLE RISK a judgement that recognises a low level of risk
because both the likelihood and the severity of harm are low

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Birmingham City University Healthy and Safety

Examples: Using an office shredder with safety features such as a guard,
warning labels and stop mechanisms is unlikely to cause harm as you would not
be able to get any clothing, or hair caught in it and the machine could be
stopped if needed.

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Birmingham City University Healthy and Safety

Some risks would be considered to be tolerable, this is not ideal but we cannot
reduce the risks any further and will work around the levels of risk with training
and other control processes.
Definition: TOLERABLE RISK - a judgement that recognises a medium level of
risk where both the likelihood and the severity of harm are significant but cannot
be eliminated or reduced.
Examples: a chain saw (as used in landscaping and tree work) is a very
dangerous piece of equipment that cannot be guarded or made safe. We can
only rely on the high skill levels of the people using the chainsaw and the
protective equipment they wear to make the use of the saw safe. This is
tolerated as there are few suitable alternatives and the risk is managed.
Finally some risks are unacceptable as they give rise to high levels of risk where
the likelihood and the severity of harm are both high. In the event that an
activity is rated as having unacceptable risks the activity would need to cease
until other arrangements could be introduced to reduce the levels of risk.
Definition: UNACCEPTABLE RISK - a judgement that recognises a HIGH level
of risk because both the likelihood and the severity of harm are severe and
cannot be eliminated or reduced.
Examples: Allowing staff untrained in chemical handling to undertake cleaning
activities in areas where there are dangerous chemicals which could cause fatal
illnesses following exposure.
To help with the analysis of risks the following table can be used as general
guidance but again you may use your judgement to identify your own analysis.
1-6

Insignificant

7-12

Low

Acceptable /
Tolerable

13-29

Medium

Tolerable

30-35

High

>35

Critical

Unacceptable

Identifying Ways of Reducing Risks

Risks levels can be reduced through risk elimination, risk reduction or risk
mitigation.
Whilst it is desirable to eliminate all risks from work activities, it is recognised
that this is not always possible so managing the risk by reducing the likelihood,
severity or both would be the most preferable option if we cannot eliminate the
risk completely.
To reduce the likelihood we can reduce how often the task is undertaken, reduce
the quantities of the substance used or put physical barriers between the person
and the hazard. Using training, safe working methods and personal protective
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Birmingham City University Healthy and Safety

equipment would also lower the likelihood but these are considered to be less
effective options as they rely on human behaviour.
To reduce the severity we can look at substituting hazardous chemicals with less
hazardous ones or using less hazardous equipment in place of older unsafe
equipment.
If this is not a possible option then mitigating the severity of injury using safety
equipment or protective devices would be considered to be a last resort.

More efective controls

This approach of using a priority of actions to deal with risk is referred to as a

hierarchy of controls.

Hierarchy of Controls
Eliminate

The risk or the activity either by removing the

hazard or substituting a hazardous item for a non
hazardous alternative.

Reduce

The amount of time exposed to the hazard or

quantity of the hazard that is likely to cause harm.

Isolate

The person from the hazard with a physical barrier

or suitable distance.

Control

The amount of people that have access to the

hazard or ensure that those exposed follow a safe
method of working.

Personal

Suitable to protect those exposed from the hazard.

Protective
Equipment

Discipline
and
Training

Asking people to use sensible practice and follow

local rules when undertaking hazardous activities.

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Birmingham City University Healthy and Safety

Implementing Risk Control Measures
As a risk assessor, once you have identified ways of eliminating, reducing or
mitigating the risks associated with each activity you must ensure that the risk
controls that you have identified are reasonably practicable.
Reasonably practicable is a legal definition which aims to ensure that controls
are effective in eliminating or reducing risk, and that they are proportional to the
magnitude of risk and can be practically implemented.
Definition: REASONABLY PRACTICABLE - a judgement that balances the level
of risk against the time, costs, benefits and inconvenience required to implement
solutions to the risk.
Examples: it would be disproportionate to ask a student to wear safety glasses
when writing with a pencil just in case the pencil lead broke and hit them in the
eye. The risk is low so precautions can be equally as low.
Once you have identified some sensible and practical solutions you need to
discuss these with the manager responsible for the activities you have assessed.
As a risk assessor you are responsible for identifying the potential risks and
identifying improvements; the manager responsible for the activity or the area is
responsible for implementing the solutions. This would include ensuring that
staff are briefed or trained in any new working practices.
Once you have agreement with the responsible manager you can document the
detail of the assessment and can both sign the document as a commitment to
improvement.
However as the risk assessor it is your responsibility to keep a check on the
manager and monitor the implementation of the agreed actions.
Re-estimating the Levels of Risk
Once the actions have been agreed you need to recalculate the levels of risk to
show that the risks have been reduced by the action that has been taken. The
process for this is exactly the same as the previous risk rating and uses the same
risk matrix.
It is important to understand that unless the hazard has been completely
removed the level of potential harm remains the same; it is only the likelihood
that will be reduced.
In some instances even though all possible and reasonably practicable action has
been taken to control the risk there are some risks that still remain that cannot
be eliminated, these are called residual risks, these residual risks can be both
tolerable and acceptable.
Definition: RESIDUAL RISK - a risk that remains after everything that can
reasonably be done to control the risk has been implemented.
Examples: staff using a craft knife to prepare art work displays can only rely on
their training and their personal competence of using the knife to prevent cuts.
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Birmingham City University Healthy and Safety

Monitoring and Review
As the risk assessor you also have the responsibility to monitor and review the
risk assessment once it has been completed and signed off. You will need to
monitor the effectiveness of the risk controls that you have implemented as staff
may be reluctant to change the method of working or may not feel that wearing
personal protective equipment is necessary.
You will also need to review the risk assessment if any significant changes are
made to the work activity such as a change in machinery or equipment.
You will also need to review the risk assessment annually even if no changes to
the work activity are made to ensure that the risk assessment is still current and
that new equipment or materials have been made available which are safer to
use.
Definition: SIGNIFICANT CHANGES any changes in the work activity that
alters the level of risk in any way, due to location, personnel, equipment or
machinery.
Examples: if a dangerous piece of equipment is moved from one location to
another the risks of injury may change due to the new environment that the
equipment is in.

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Birmingham City University Healthy and Safety

Risk assessments should also be reviewed when any of the control mechanisms
fail leading to an incident or accident or near-miss.
Definition: Accident - an unplanned or uncontrolled event leading to actual
harm, loss or injury.
Examples: a box falling from a high shelf and hitting a person on the head
causing concussion.

Definition: Incident - an unplanned or uncontrolled event leading to potential

harm, loss or injury.
Examples: a box falling from a high shelf and not hitting anyone as no one was
in the vicinity.
Finally, significant findings of risk assessments should be kept locally and,
recorded and communicated where necessary.

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Birmingham City University Healthy and Safety

BIRMINGHAM CITY UNIVERSITY - GENERAL RISK ASSESSMENT RECORD

Food hazard

Food Poison
Food making people
unwell

People

Nuisance, fights and

security concern

Everyone
at event

Volunteers at various
points + additional
security hired by CLV
and limited entry at the
event

Un
ac
ce
pt
ab
le

1
0

3
2

3
2

Check with professionals,

Public announcement about the
wiring

Responsibility
for action and
timescales to
complete

Making sure
every wire is
properly setup
before the event
starts with
professional
guidance

We have taken the food

certificates from the vendor and
have checked their food
hygiene rating online

Before finalizing
the vendor we
have checked
their certificates

Security on site will escort

people out and will restrict
entry, volunteers will keep a
check on the crowd from
access points

Brief to the entire

crew before event
starts on the action
plan and high
communication
levels during the
event in regard to
this

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Revised Risk Rating

Un
ac
ce
pt
ab
le
Ri
sk

Food certificates
And food hygiene rating
check
4

Over Crowd

Ac
ce
pt
ab
le
Ri
sk

Professional assistance
and experienced staff to
handle it

Action required to reduce the

risk to an acceptable level

Revised Likelihood

People

CLV, Birmingham

Revised Severity

Injury to the audience

What control measures

are in place to prevent
this from happening

Tolerable Risk?

Consequences of
exposure to the hazards

Who or
what is at
risk of
injury or
loss

Initial Risk Rating

Tripping over electric

cables

LOCATION OF ACTIVITY

Initial Likelihood

Hazards Associated
with the Activity

Student Spring Festival

Initial Severity

DESCRIPTION OF ACTIVITY

Ac
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Birmingham City University Healthy and Safety

High Noise Level

Collapse of Stage

Students
and locals

Students of CLV have

been made aware
through emails about the
event and also the event
timing and duration has
been considerably set

Injury to the performers

Performer
s and
people
surroundi
ng it

We have specifically
chosen a 1 foot tall stage
which is very basic to
setup and take down

Ac
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pt
ab
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Ri
sk

Un
ac
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Security will ensure that there is

one exit point and the crowd
disperse in a controlled manner.
Also majority of the crowd will be
from CLV so they will not need to
leave the venue post event

Appointment of
security and
volunteers on the
main gate at the
closing of the
event

Making people aware about the

event beforehand making sure
that everybody leaves once the
event is over

A week before
the event for
putting up the
posters and
sending emails

3
0

Careful setup of the stage

following step-by-step
instructions. Venue manager
from BCU has demonstrated
the process.

During setup and

breakdown
everything will be
double checked
with regards to
the stage

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Revised Risk Rating

Complaints from
residents of CLV and
surrounding area

Ac
ce
pt
ab
le
Ri
sk

Responsibility
for action and
timescales to
complete

Revised Likelihood

Security will ensure that

there is one exit point and
the crowd disperse in a
controlled manner.
Also majority of the crowd
will be from CLV so they will
not need to leave the venue
post event

Action required to reduce the

risk to an acceptable level

Revised Severity

Locals
and
people at
the event

Tolerable Risk?

Build up of traffic and

traffic jams due to heavy
crowd disperse post
event

What control measures

are in place to prevent
this from happening

Initial Risk Rating

Build up of Traffic outside

CLV

Consequences of
exposure to the hazards

Initial Likelihood

Hazards Associated
with the Activity

Who or
what is at
risk of
injury or
loss

Initial Severity

BIRMINGHAM CITY UNIVERSITY - GENERAL RISK ASSESSMENT RECORD

Ac
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Ri
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Ac
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Ri
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U
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Birmingham City University Healthy and Safety

Manager Responsible for Assessment
Date Assessment Actions Completed
Date of Next Review (max 12 months)
Risk Assessment Completed by - Shivank Aggarwal, Saraswati Kanwar, Gurpreet Khela, Karolina Kuszowsk

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Birmingham City University Healthy and Safety

Method Statement

Description of the work: Setup of the stage

Start date: 8th May 2015
Completion date: 8th May 2015
Site Address: CLV, Birmingham
Contact Details: 07789840933

The stage we have hired is a 1-foot tall stage and is simply to setup and breakdown. Glen
Watson who is the Venue Manager at Lounge North, BCU has show us step by step
process of setting up the stage and to take it down in a safe manner
After the completion of the setup, we will check the durability and stability of it before
the event starts. During every point of time one of our volunteer will keep a close check
on the stage, its functioning and people standing around it.

Step-by-Step Process to set up the stage

1) Insert 4 poles inside the holes on the edge of each platform
2) After the poles have been successfully inserted, lock the holes with an easy to
push handle
3) Align two platforms and insert a clip between them to make them stick together
4) Repeat the process of putting the clip with every 2 platforms, which are kept
together.

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