ࡱ> c bjbjZZ `8b\8b\|1$ $ 4h84l!H^tttccc/!1!1!1!1!1!1!$#H&ZU!cccccU!ttj!cFtt/!c/!:/ t t[}F !!0! .&& & @cccccccU!U!ccc!cccc&ccccccccc$ > b:  Alumni-led Risk Assessment template and guidance All Alumni-led events need to be risk assessed and those risks communicated to attendees, where appropriate, in order for the activity to be covered by University insurance. The table below is designed to help identify any potential risks and the measures you will take/have prepared to avoid this risk actually happening. Appropriate risks must be communicated by letter or email to all attendees prior to the event we would recommend at least two weeks ahead wherever possible. A letter template for this is also available (see below). Please copy the table below and add to it as you see necessary. When completing your risk assessment it is important to consider and include the following things: Preparations to be made due to nature of event (Clothing, footwear, food & water provision, shelter, safety equipment, first aid provision etc.). Observance of safety regulations. (i.e. Follow instructions of transport staff and observe safety notices, wear seat belts where provided). Fire regulations Provision of toilet facilities for attendees Provision of appropriate seating/rest areas for attendees Instructions to be followed in case of an emergency. Access and health & safety for attendees with a disability or mobility issue the venue must be made aware of this and/or attendees made aware of any issues or restrictions You should include the below in your communication to attendees: Aim of event (Description of the main features of the event) Meeting point(s), time and arrangements to contact organiser(s) (It is helpful to provide a contact number if possible) Cost of event, booking and payment method (pre-payment, distribution of tickets, booking on day of event, etc.) Events which include an overnight stay should provide accommodation details and travel instructions. Instructions to be followed in case of an emergency Catering details with dietary requirements where necessary If you have any questions please contact  HYPERLINK "mailto:alumni@exeter.ac.uk" alumni@exeter.ac.uk Date createdBy:Event:This is what we aim to achieveThese are the areas we worry aboutThis is what could happen if things go wrongRisk level H, M ,LThis is what we are doing to stop it going wrongHas this reduced the risk to an acceptable level? Additional measuresExample All attendees appropriately dressed for event in adequate footwear & clothingExample Outside event possible changeable weatherExample People in the wrong clothing or footwear will not be able to participate fully in the event. People may be unhappy/complain Damage to Organisations reputationsEG LExample Ensure that all attendees are told to dress appropriately and made aware of any activities that require proper footwear in advance of the eventExample Yes Risk calculator - use the following as a guide to determining the level of riskRisk categoryWhat would happenWhyHigh (H)Activity has to cease Death, serious injurySerious non-compliance with law/regulations/contract termsLevel of reputation damage, including serious complaint from alumniHigh Level of financial lossMedium (M)Activity adversely affected - may be curtailed or still completesInjury but contained to one person and not seriousBreach of law/regulations/contract terms or University policy identified but not seriousReputation damage but short term and not serious, including complaints from alumniFinancial loss which can be recoveredLow (L)Activity completed but not all desired outcomes achieved Minor injury e.g. cuts, bruisesUniversity policy not followed but not subject to disciplinaryMinor complaint(s) from alumniSmall budget overspend   To whom it may concern, Thank you for registering your attendance for [Name of event] event on [Date, time, etc]. Please read the important information below which we wish to make you aware of before attending the event, for your health and safety. [List possible risk assessments For examples see below take out and add in where necessary] The event will involve a walking tour outside for 45 minute. Please dress appropriately as the weather can be changeable The main rendezvous point is [an easily found area, if out in a town visit perhaps a monument etc that is well known so people can be directed to it] The main contact for the day is [name] on [contact num] and we can direct you to the rendezvous point There will be some stairs at the venue please take care and inform us if this is going to cause a problem As food will be available please let us know if you have any dietary requirements Please get in touch if you have any other special requirements (i.e., mobility) so we can make appropriate arrangements during the visit Thank you for taking the time to read this information which is aimed at ensuring you have a safe as well as enjoyable time. Please get in touch with us if you have any concerns or queries. 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