Procedure number: HSPR 007

Revision: 1
Date: 19-04-2007

Event Safety Checklist

This Event Safety Checklist highlights the many safety issues that must be considered when planning an
event on campus at the Institute of Technology. An Event Safety Checklist must be completed when there
will be a convergence of more than 100 people in an area on campus for non routine business. Depending
on the nature of the event and the numbers of people attending some of these issues may require more
detailed attention. In addition to the completion of this Event Safety Checklist, the organizers of events on
the college campus must conduct a Risk Assessment prior to the event. This Event Safety Checklist DOES
NOT cover events where minors will be present (i.e. summers camps).

The Health and Safety Officer should be contacted to assist with the completion of the event Risk
Assessment and should review the Event Safety Checklist prior to the event taking place.

Event Name COAST VISUAL ART EXHIBITION – CCAM (DAY & EVENING)

Date of Event MONDAY 1ST – FRIDAY 5TH APRIL

Event Coordinators Name JOHN LANGAN/ GER LESLIE

Event Committee Members YR 3 CONTEMPORARY ART & DESIGN

Event Location GMIT (CAFÉ/ FOYER)

Please answer all the questions. If the question does not apply to your event please put a N/A in the box
Is the site location suitable for the event
YES
Have all the necessary Permits and Licences been
YES
obtained for the event (Please attach copies)
Has all insurance details been obtained for all parties
(site owner, entertainers, vendors etc) involved in the
event (Please attach copies)
Have you carried out a Risk Assessment to ensure you
have all the necessary health and safety measures in
YES place (Contact H&S Officer). Similar information may all
be required from third parties depending on the level of
involvement in the event. (Please attach copies)
Have you designated a person who is responsible for
YES
health and safety at the event
Have you prepared a detailed description/map of the
event site include
- Exit Points
YES
- First Aid Stations
- Other critical locations
- Road Closures/restrictions etc
Have you confirmed the occupancy limit for the area and
YES
have you taken steps to ensure it is not exceeded
Are all entrances and exits clearly identifiable and
YES accessible
Are all fire exit doors clearly marked, operable and clear
from obstruction
YES
Have sufficient security, stewards or supervision been
provided to control the areas where the numbers of
YES
people have converged (e.g. entrances, exits, main hall
etc)
Have you met the access/egress needs of people with
YES disabilities
Have you a reliable system of communication between
NO
key people (such as two way radios)
YES Are First Aid facilities adequate for the type of event
and numbers expected
YES Are First Aid personnel in attendance
YES Are First Aid stations suitable located, clearly signed
and accessible to everyone
YES Have you sufficient numbers of trained
stewards/security in place (attach any training
records/qualifications received)
YES If required are there provisions in place to provide
drinking water to prevent dehydration
YES Do you have effective fire control measures in place
such
- Suitable fire extinguishers in place which is
kept free from obstruction
- Fire wardens notified
- Combustible materials removed
YES Are there adequate provision of toilets facilities
YES Are the toilets facilities patrolled by staff/stewards to
ensure they are maintained and are not used in an
improper manner
YES Will catering facilities be provided, if so have you
carried out a hazard analysis of the food safety risk
involved in the preparation or handling of the food
that is offered (Hot liquids/ spillages, manual
handling)
N/A Is the sale and consumption of alcohol allowed at the
event (can only be provided with the written consent
of the IT executive committee and the appropriate
licence obtained)
N/A If the sale and consumption of alcohol is NOT
allowed at the event, have provisions being made to
stop/remove the use of same at the event
N/A Have smoking areas being designated outside the
event location

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Event Safety Checklist
Have you set up a reliable system of communication with
the audience/crowd
YES
Has a Control Centre being identified
YES
Is there provisions in place for crowd control while they
N/A
are entering and exiting the venue
Are there clearly identified areas for traffic which is
YES
separated from pedestrians
Has all lighting rigging, sound systems being installed
N/A
and assembled by a competent person
YES Have all steps being taken to ensure the protection of
persons from electric shock and any trips hazards from
cords etc
YES Are all leads, plugs etc protected from weather and
environmental conditions (e.g. water)
YES Are emergency procedures in place? Has there been
people designated who will make the decision to
evacuate the area in the event of an emergency.
YES Have provisions been made to allow for safe access of
emergency vehicles
N/A Do local emergency services need to be notified of the
event?
YES Are there sufficient Waste bins in place
YES Have you made arrangements made to have the area
cleaned after the event
YES Have you made arrangements for the repair or
replacement of any damaged property
This Safety Checklist includes many of the Key safety issues for events but is not exhaustive and is intended only as a guide.
Please ensure you consult with the Health and Safety Officer for further Advice if necessary
Please List any other safety issues associated with your event which need to be reviewed
This form should be signed off by the event organizers. A copy should be held on file by the Health and Safety Officer.
Event Coordinator (Sign and Date)
Sports Officer (Sign and Date) (Applicable if the sports
grounds being used for non sporting events)
Building & Estates Manager (Sign and Date)
Copy sent to Health and Safety Officer
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Procedure number: HSPR 007
Revision: 1
Date: 19-04-2007
YES Have estates personnel been informed of the event?
They should be contacted where college services are
being used for an event e.g. electrical (including the
provision of temp electricity), heating, lighting etc
YES Has equipment/ stage been assembled by a
competent person (proof of same should be
attached)
N/A Is there at least two access/egress points from the
stage
N/A Has a crowd control barrier being erected at the
front of the stage
N/A Have provisions being made for a safe area to the
front of the stage for people with disabilities
N/A Use of Amusement Structures
N/A Will amusement structures be used (including
inflatable structures)? Use of Amusement Structures
must be approved by a member of the executive
N/A committee, the Health and Safety Officer and the
sports centre manager. (THIS ARE NOT PERMITED
AT EVENTS WHERE MINORS WILL BE PRESENT)
N/A If amusement structures are approved, is the
amusement structure fully certified and inspected
and does the supplier hold the appropriate public
liability insurance (attach copies of same)
N/A Has appropriate space been allocated for the
structure, including access and egress for patrons
N/A Is there appropriate soft fall area for inflatable
structures
N/A Is all hazardous equipment (generators etc) fenced
off
N/A If event is held out doors have weather conditions
such as high winds been considered when operating
such structures