ࡱ> i @bjbj {b{b7 `````ttt8lt_:6666"""^^^^^^^$aRd^`#H""j"|##^``66^&&&#R`6`6^&#^&&2Wm\6#AY.^^0_oYe$e\m\m\&e`\""#& #4#^"""^^%"""_####e""""""""" B &: TEMPLATE - Risk Assessment for Co-ordinators In Person TALKS/LECTURES This risk assessment template is based on the ֱ̽ of Cambridge Festivals risk assessment for talks. Please feel free to use this document in any way which is helpful: add to/delete from, copy and paste parts or entire thing. This document gives an overview of what to consider for all venues and provides some information specific to the ֱ̽ of Cambridge. Individual, interactive activities should be risk assessed separately or in the correct section below. ProviderWho is delivering the eventActivity TitleAs it appears in the EMS system / programmeActivity DateActivity LocationActivity descriptionTalk/Lectures In PersonWho will be exposed to the hazard ֱ̽ of Cambridge Festival staff, speakers, volunteers and members of the public. These risk identification documents consider any hazards specific to the activity greater than every day hazards such as slipping, tripping or falling on stairs, trapping fingers in doors and cuts and bruises which are inherent in all environments.HazardControl measuresRating after control measured appliedInteractive elements of the talkPlease list any risks and measures to be taken, associated with interactive elements of the talk for example, to avoid incidents with any of the following Hazardous/unhygienic substances/objects/equipment they may be using ( See footnotes) overcrowding around your section lost children - see below for Child and Vulnerable Adult Protection Policy need for evacuation or First Aid assistance (eg unattended equipment/substances). High/ medium / low- please indicate one. Overcrowding Inform custodians of the event well in advance to include date, time and expected numbers, special access requirements Ensure room capacities are not exceeded Pre-booked events: check tickets against booking form at door Non-ticketed events: use clickers to ensure room capacities are not exceeded. Operate a first come, first served policy Use pedestrian control barriers as required to manage queues Provide adequate stewards for the number of people expectedCoronavirus - VenuesPlease check with and follow all venue requirements about public health and the mitigation of Coronavirus that are in place at the time of your event. Your venue will be able to inform you of these. These may relate to face coverings ventilation hand washing - social distancing and venue capacity. Please detail these here. For information please refer to ֱ̽ Coronavirus advice found here: /coronavirus/stay-safe-cambridge-uni Advice on practical measures you should follow in regard to physical spaces can be found here:  HYPERLINK "/coronavirus/stay-safe-cambridge-uni/practical-safety-measures" /coronavirus/stay-safe-cambridge-uni/practical-safety-measures Accidents For serious accidents, contact the Emergency Services immediately giving the exact location of the event Ensure a designated first aider is present at all events. (Red Cross/St Johns staff will be present on main Festival weekend sites.) Provide all staff and volunteers with the First Aid contact telephone number before the start of the event All accidents should be reported to the Health & Safety Office on the ֱ̽s Accident Dangerous Occurrence and Incident Report Form, available  HYPERLINK "http://www.esc.cam.ac.uk/resources/health-and-safety/safety-forms/hsd020e.pdf" http://www.esc.cam.ac.uk/resources/health-and-safety/safety-forms/hsd020e.pdf Fire For serious incidents, contact the Emergency Services immediately giving the exact location of the event Ensure all fire exits are kept clear Make all event stewards aware of emergency evacuation procedures and congregation points ֱ̽ ֱ̽s Fire Safety Office will be contacted as required: Tel 37822Electrical equipment Ensure electrical equipment is PAT tested and has an in-date test sticker Conduct a visual inspection before using any electrical equipment For any electrical safety issues contact the Health & Safety Office: Ext. 33301VIP Guests Assess the suitability of the venue and conduct a full risk assessment Notify the ֱ̽ Advisor if VIP Guests are attending Tel 32839Housekeeping Before event, conduct a visual check to ensure trailing cables are tidied away or securely attached to the floor using cable covers to prevent trip hazards Before the event, conduct a briefing with all staff and volunteers involved in running the event to ensure everyone is aware of general housekeeping information and actions to take in an emergency. Conduct regular checks to ensure corridors and stairways are free from clutter and trip hazards Ensure lighting is adequate and lighting on staircases and in toilets is left on at all times Clean up spills immediately to prevent slip hazards Check toilets on a regular basis to ensure hygiene standards are maintained, contact domestic staff if cleaning required or Health & Safety Office: Ext. 33301 if hazardous materials are found Provide umbrella tubs at venue entrances and ensure they are used to store wet umbrellas to prevent them dripping water and causing slip hazards in wet weather Provide extra matting at entrances during wet weather to ensure shoes and wheels of pushchairs and wheel chairs can be dried before entering the building Manual Handling Provide adequate stewards so that each event can be set up safely Provide handling aids such as a simple trolley or sack barrowEvents discussing controversial topics If the subject of the event is likely to prove controversial, inform the ֱ̽ Security Service so they have advance notice that they may be called upon during the event If prior evidence is available that a protest is planned, work with the ֱ̽ Security Service to ensure additional security staff are on duty during the event Advise event organisers to provide their own specialised security support Take advice from Security as to whether to continue to run the event FOR ADVICE IN AN EMERGENCY CALL SECURITY ON 101 (network) or 767444 (outside ֱ̽ network). For routine advice, call (3)31818 Disruptive audience members If an audience member disrupts an event by talking/shouting at the speaker Let the person have their say for a short time. Interrupt and thank them for their comment. Ask if they have a specific question If no question and they continue to comment or their language becomes unacceptable, interrupt and say that the audience has come to hear the speaker, that there may will be time at the end of the event for constructive discussion, that we would appreciate if they allowed the event to continue and if they continue they will be asked to leave. If this negative interruption continues, ask the speakers to take a short break. Ask the custodian to ring security for support and ask the person to leave. FOR ADVICE IN AN EMERGENCY CALL SECURITY ON 101 (network) or 767444 (outside ֱ̽ network). For routine advice, call (3)31818 If this behaviour continues, phone the police on 999Lost children Lost children and parents who have lost their children may become anxious and panic  ֱ̽designated meeting point for lost children will be clearly signed and the location made known to Festival staff, event coordinators and volunteer stewards Visitors will be asked to ensure children less than 16 years old are accompanied by an adult/carer at all times. Unaccompanied children will not be admitted into Festival events Children and vulnerable adults will be accompanied by a responsible adult, teacher, parent, guardian or carer at all times All volunteers/staff/students will ensure that they are never left alone with a lost child or vulnerable adult Any lost child will be brought by at least two members of staff to the lost child meeting point All event staff and volunteers will be made aware of the needs of vulnerable groups, see policy below As contact with children and vulnerable adults on a one to one basis is minimal at ֱ̽ Festivals, DBS disclosure of staff/student helpers is not normally required. If staff and students come into regular contact with children, HR Division should be contacted for child protection training and DBS.LowChild Protection including vulnerable adults Accusations of abuse or complaints relating to children and vulnerable adults Safety and welfare of the children and vulnerable adults in accordance with ֱ̽Protection of Children Act 1999. ֱ̽ ֱ̽ aims to adopt the highest possible standards and take all reasonable steps in relation to the safety and welfare of the children and vulnerable adults in accordance with ֱ̽Protection of Children Act 1999. Through implementation of the policy, the ֱ̽ seeks to protect children (including young people under the age of 18 years) and vulnerable adults and to keep them safe from harm when in contact with ֱ̽ staff and student helpers (whether acting in a paid or unpaid capacity). Event Co-ordinators will fully assess any situations of lone working or lone contact with children/vulnerable adults, minimise these where possible, and ensure all necessary safeguarding is pursued in these instances. Physical contact with children and vulnerable adults should be avoided Do not take a child or vulnerable adult to the toilet Do not spend time alone with a child or vulnerable adult on his/her own. If you find you are in a situation where you are alone with a child or vulnerable adult, make sure that you can be clearly observed by others Do not engage in a personal relationship with a child or vulnerable adult Do not make suggestive or inappropriate remarks to or about a child or vulnerable adult, even in fun, as this could be misinterpreted Good practice includes valuing and respecting children and vulnerable adults as individuals and modelling of appropriate conduct which would exclude bullying, aggressive behaviour, racism, sectarianism or sexism If a child or vulnerable adult accuses a member of staff/student helper of abuse, report this immediately to the event co-ordinator. They will access the Children Protection Issues Manager on your behalf. (at UC, based in Human Resources). If you are the recipient of any complaint or accusation from a child or vulnerable adult, it is important to listen without making or implying any judgement as to the truth of what is being said. If a child or vulnerable adult makes a complaint, or if there are other reasons for suspecting abuse, you should not attempt to investigate this yourself, but should report to the Child Protection issues officer at the Information Stand, the designated contact in the first instance, or the event co-ordinator. Remember that those who abuse children and vulnerable adults can be of any age (even other children and vulnerable adults), gender, ethnic background or class, and it is important not to allow personal preconceptions about people to prevent appropriate action taking place. If you have any suspicions or concerns regarding possible child abuse, or if there is anything, with which you feel uncomfortable, you should raise these with the designated contact or event co-ordinator in the first instance, and the Child Protection Issues Officer will be notified. Typically the event co-ordinator would take the following steps: Write down everything that has given cause for concern and say why. This would be done as soon as possible, and certainly within 24 hours of the allegation Ask the member of staff/student helper against whom the allegation has been made to keep records of all conversations, meetings attended, and letters received and telephone calls relating to the allegation; Record any dates and times of incidents and any contact with the child/vulnerable adults parents/ carers. Only the facts would be recorded, not personal opinions or assumptions unless supported by facts Record any explanation for the injuries of behaviour given by the child/vulnerable adult and/or member of staff/student helper Record who the child or vulnerable adult has come into contact with and in what context since the allegation (where known) Follow the procedure laid down in the ֱ̽s Child and Vulnerable Adult Protection Policy.  HYPERLINK "https://www.hr.admin.cam.ac.uk/policies-procedures/children-and-vulnerable-adults-safeguarding-policy" https://www.hr.admin.cam.ac.uk/policies-procedures/children-and-vulnerable-adults-safeguarding-policyLowName of assessor/ event co-ordinator: Signature: Date: Supervisor/Safety Officer: Signature: Date:  Please complete and adapt this risk assessment to suit your organisation. Please forward to the Safety Officer in your organisation to be signed off, before returning a copy to the Public Engagement Office in order to benefit from the ֱ̽s PLI cover. Before the event takes place, please ensure that this risk assessment is circulated to all staff and volunteers involved in running this event so that they may familiarise themselves with arrangements. See also the co-ordinators volunteer briefing document for a guide to communicating essential information to all involved on the day. For any question, the Festival co-ordinators are based remotely and at ֱ̽Old Schools, Trinity Lane, Cambridge, CB2 1TN and can be contacted on CambridgeFestival@admin.cam.ac.uk 1 A list of hazards is provided below to help you, but this may not be exhaustive. If any of these hazards can be eliminated altogether, or can be reduced at source by making an inherent change then we must consider doing so. Hazards in bold will also need an additional, more technical assessment on a specialist form - please ask your Departmental Safety Officer or the ֱ̽ Safety Office for further advice. 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