Event risk assessment template: a completed example for organizers

An event risk assessment template should record what could hurt someone, who could be affected, the controls already in place, and the further action needed before the activity proceeds. Give every action an owner, a deadline and evidence of completion, then review the assessment when the site or event changes.

Below is a copyable template and a completed example for a fictional paid music event. The example includes unfinished actions because a useful assessment tells you what still needs attention. Writing "stewards briefed" before the briefing happens gives the next person the wrong information.

This guide follows Health and Safety Executive guidance for Great Britain. The fictional event is in England. Licensing, fire safety and other requirements depend on the activity and jurisdiction; this document does not establish compliance elsewhere or replace competent, site-specific assessment.

What your event risk assessment needs to cover

A hazard is something that could cause harm. The risk is the likelihood and seriousness of that harm in the circumstances. A loose cable, for example, becomes a different problem when it crosses the only accessible entrance during a busy arrival period.

HSE's risk assessment process asks you to identify hazards, assess and control the risks, record findings and review the controls. Start with the work and the site. A blank form cannot tell you whether a delivery route crosses the ticket queue.

Walk through setup, public opening, the show, departure and pack-down with the people responsible. Include workers, contractors, performers and attendees. Consider people who may need different arrangements, including disabled people and anyone unfamiliar with the building.

Your assessment should connect to the site plan, emergency arrangements and relevant specialist documents. Keep the delivery schedule alongside it; our event logistics guide shows how to assign arrivals and handovers so those plans can work together.

You also need someone capable of judging the risks. HSE describes a competent person in terms of skills, knowledge and experience. Being the person who booked the venue does not make you competent to inspect temporary electrical work. Get the appropriate help and record who assessed which part.

Copy this event risk assessment template

Use an event header followed by a separate record for each hazard. Keep action IDs consistent across the assessment, the task list and the opening checks.

Event and assessment header

• Event name, organizer and venue address:

• Event date and public opening hours:

• Activities covered, including build and pack-down:

• Expected audience and worker numbers, with the source of each estimate:

• Approved layout and occupancy document references:

• Assessor name, role and relevant competence:

• People consulted, including venue and contractor contacts:

• Assessment date, version and next review:

• Linked plans, specialist assessments and evidence folder:

• Person coordinating actions and person deciding whether the event can open:

Repeat this record for each hazard

• Hazard ID, location and event phase:

• What could happen, who could be harmed and how:

• Current risk judgement and the evidence or uncertainty behind it:

• Existing controls, including what has actually been checked:

• Further action, with a separate ID for each task:

• Named action owner, verifier and deadline:

• Status: not done, awaiting verification, or verified:

• Completion evidence, including date and verifier:

• Remaining risk after verified controls, with assessor's reasoning:

• Decision: proceed under stated conditions, restrict the activity, or hold:

• Monitoring responsibility, escalation trigger and review record:

These status labels are a practical convention for this example. "Awaiting verification" means somebody says the work is complete but the required check has not happened. Never quietly move that item into the list of verified controls.

Add detail where the work needs it. A short record can refer to an electrician's inspection document instead of copying its contents. The reference must identify the relevant installation and version so the person checking it can find the evidence.

Record evidence someone else can check

Match the evidence to the action. An invoice proves that you bought a service. It does not prove that the service was delivered or that the final arrangement works. A photograph may document a barrier position, but it will not tell you whether the person controlling access understands the procedure.

For a briefing, record the version discussed, the people who attended and any questions that changed the plan. For a physical check, identify the location, what was inspected, the result and who checked it. For specialist work, retain the relevant document and any limits or unresolved defects the specialist recorded.

Keep the record practical. If the final check finds a problem, write down the actual problem rather than adding another signature beside an old plan. The person taking over the next shift needs to know what remains unavailable and whom to contact.

The fictional event used in this example

Riverside Sessions is an indoor evening of live music at a fictional community arts venue in England. It has 200 paid tickets, a licensed venue-operated bar and visiting sound equipment. There is an entrance courtyard and a separate service yard.

All names, timings, documents and completed checks below are invented to demonstrate the template. They are not an assessment of a real venue or recommended staffing levels.

• Public hours: 18:00 to 22:00 on 24 October 2026.

• Assessment snapshot: 16:00, while setup is finishing.

• Event lead: Alex. Front of house lead: Maya. Production lead: Ben. Medical lead: Leila. Venue duty manager: Pat.

• Assessor: Jo, a fictional event safety adviser with relevant indoor music-event experience, working with Pat and the specialist contractors. This is assessment version 3, following the final layout review.

• Assessment scope: arrival, the indoor event, departure, deliveries and pack-down.

• Evidence register: layout L3, crowd plan C2, delivery plan D2, electrical record E1, emergency plan EP3 and medical plan M2.

• Occupancy: the separate event-specific venue assessment covers guests, performers, workers and contractors. The ticket allocation alone does not establish safe capacity.

• Opening decision: Alex and Pat review outstanding controls before admitting the public. Neither can waive a specialist requirement by signing the general form.

This is a worked extract covering six hazards, not an exhaustive register. The real event would also assess its relevant noise exposure, manual handling, security, food operations and other activities. A fireworks display or outdoor temporary stage would need different entries and specialist input.

The 16:00 snapshot shows final checks, not when planning should start. Assess the proposed event while you can still change the venue, supplier specification or layout. Review contractor information before build begins. Leave only checks that depend on the finished site for the opening review, with enough time to correct faults or delay admission.

Six completed risk assessment records

Each record contains two tracked actions. One has been verified in this fictional scenario; the other remains unresolved at 16:00. The remaining-risk statements therefore describe what the team still needs to establish before opening.

H1. The ticket queue blocks the entrance route

• Location and phase: entrance courtyard, arrival and entry.

• People and harm: attendees and stewards could be pushed or fall where the queue narrows; people trying to leave could meet an incoming crowd.

• Current judgement: the plan looks workable, but the assigned stewards have not practised it. An unmanaged queue could develop into serious crowd pressure.

• Existing controls: the queue sits inside the courtyard, clear of the designated exit route. The site drawing identifies a way out of the queue and a separate position for ticket problems.

• A1, verified: Maya and Pat checked crowd plan C2 against layout L3 at 14:00. Their annotated drawing records the ticket-check position and the route that must remain clear.

• A2, not done: Maya must brief the entry team and walk the queue route by 17:00. Pat will verify attendance, radio contact and the team's response to congestion.

• Remaining risk and decision: hold public admission until A2 is verified. If the queue obstructs the protected route, pause entry, inform Alex and use the agreed crowd response.

• Monitoring: Maya assigns a named steward to watch arrivals and reports any change that makes C2 unsuitable.

HSE's crowd control guidance covers arrival, circulation and departure. A fast ticket check helps only if the surrounding routes remain usable.

H2. A delivery vehicle enters a pedestrian area

• Location and phase: service yard during setup and pack-down.

• People and harm: crew, performers or early arrivals could be struck by a moving or reversing vehicle.

• Current judgement: vehicle contact could cause fatal injury. The delivery timetable alone does not prevent someone entering the yard.

• Existing controls: plan D2 separates scheduled deliveries from public arrival and uses the service yard rather than the entrance courtyard. Late vehicles must contact Ben before approaching.

• A3, verified: Ben checked the supplier delivery acknowledgements at 13:30 and recorded the last scheduled vehicle movement. Pat confirmed the emergency access route on D2.

• A4, awaiting verification: the yard barrier is reported installed. Ben must walk the separation route with Pat by 16:30 and record whether unauthorized pedestrian access is prevented as planned.

• Remaining risk and decision: no further vehicle movement until the actual separation and access arrangements have been verified. Ben redirects a late supplier to the agreed holding arrangement rather than waving them through.

• Monitoring: Ben controls vehicle access. Pack-down movements remain on hold until the public has cleared the affected area and the route is checked again.

HSE's event transport guidance puts separation of pedestrians and vehicles at the centre of planning. A reflective vest does not replace a workable route.

H3. Temporary electrical equipment creates a shock or trip hazard

• Location and phase: sound position and the cable route beside the bar, during setup and the performance.

• People and harm: crew or attendees could contact unsafe equipment, trip over a cable or encounter a damaged connection.

• Current judgement: electrical injury could be severe. The installation was checked before the bar finished its setup, so the final arrangement still needs review.

• Existing controls: the appointed electrical contractor designed and inspected the temporary installation. Public access to its distribution equipment is restricted.

• A5, verified: Ben received record E1 at 14:30. The competent electrical contractor signed the installation checks for the identified equipment; Ben confirmed the document matched the installation supplied.

• A6, awaiting verification: the contractor reports that the final cable route is complete. Ben must obtain the contractor's final route check and join Pat for an access check by 17:00.

• Remaining risk and decision: keep the affected installation out of use until the competent contractor confirms the final arrangement is suitable. Do not accept tape over a cable as evidence of electrical safety.

• Monitoring: Ben refers damaged equipment, spill exposure or any proposed equipment change to the contractor and follows the agreed isolation procedure.

HSE's electrical safety guidance for events addresses installation planning, weather exposure and cable routing. The organizer coordinates the work; a generic form cannot certify the installation.

H4. Someone cannot use the planned evacuation route

• Location and phase: the hall and its exits, throughout public occupation.

• People and harm: a blocked or unsuitable route could delay escape, particularly for someone with mobility, sensory or other access requirements.

• Current judgement: a fire or other emergency could have severe consequences. A written evacuation arrangement is incomplete until the people expected to implement it understand their roles.

• Existing controls: Pat and the competent assessor have reviewed the event layout against emergency plan EP3, including accessible escape arrangements. The plan identifies alarm communication and the place of safety.

• A7, verified: Pat checked the relevant event layout and documented escape arrangements at 15:00. EP3 records the venue and organizer responsibilities and the support arrangements to provide.

• A8, not done: Maya must run the planned staff briefing and route exercise with Pat by 17:15. Pat will verify role coverage, communications and the physical routes.

• Remaining risk and decision: hold admission until the exercise and route check are complete. An unavailable planned exit or unworkable assistance arrangement requires reassessment before opening.

• Monitoring: Maya assigns route checks during the event and escalates obstructions immediately to Pat and Alex.

Use the event accessibility checklist to discuss the whole attendee journey. Safe escape needs the same attention as getting someone through the entrance.

H5. Rain makes the entrance floor slippery

• Location and phase: the transition from the courtyard into the foyer, during arrival and departure.

• People and harm: attendees, staff and performers could slip on water carried inside. A fall could obstruct the route and injure more than one person.

• Current judgement: the weather forecast makes wet footwear foreseeable. The indoor event still depends on an exposed arrival route.

• Existing controls: the foyer surface is in good condition, the entrance lighting works and the cleaning team knows which route must remain available.

• A9, verified: Maya and Pat checked the floor, lighting and cleaning arrangements at 15:15. Their inspection note identifies the entrance area and records no defects at that time.

• A10, awaiting verification: the cleaning lead reports that the specified entrance mats are fitted. Maya must inspect their placement with Pat by 16:45, including whether edges introduce a trip or access problem.

• Remaining risk and decision: do not use the affected entrance while it is slippery or obstructed. Pat must agree a workable controlled arrangement before that route opens.

• Monitoring: Maya assigns the cleaning lead to inspect during arrivals and respond when rain or foot traffic changes conditions. Staff report wet floors without waiting for a scheduled round.

H6. Medical help cannot reach a casualty

• Location and phase: the audience area, first-aid point and emergency access route.

• People and harm: an attendee or worker could deteriorate while staff try to locate help or clear a route.

• Current judgement: the consequences may be serious even at a small event. A provider booking does not confirm that the team, equipment and communication arrangements are ready onsite.

• Existing controls: Leila and Alex have reviewed medical plan M2 with the provider against this event's activities and audience. The plan includes staff and visitors, a treatment location and emergency service access. Assessed first-aid and emergency arrangements for setup are already operating. M2 separately confirms cover for pack-down; neither phase depends on the later public-event handover.

• A11, verified: Leila checked the provider's event-specific plan and attendance confirmation at 15:00. M2 records the agreed provision and escalation contacts without using a generic attendee-to-medic ratio.

• A12, not done: Leila must complete the onsite provider handover for the public event by 17:15. Alex will verify the handover record, communication test and access-route confirmation.

• Remaining risk and decision: hold admission until the assessed medical arrangements are operational. If provision falls below the assessed requirement during the event, Alex follows the agreed response, including stopping activity where necessary.

• Monitoring: Leila maintains contact with the provider and reports any loss of cover or blocked access immediately.

HSE's incident and emergency planning guidance recommends including the visiting public in the medical needs assessment. It also addresses emergency roles, evacuation and testing arrangements.

Turn unresolved controls into a usable action list

At 16:00, this fictional extract has six unresolved actions. Maya owns A2, A8 and A10; Ben owns A4 and A6; Leila owns A12. The chart groups those existing tasks so Alex can see whom to contact before the opening review.

Source: the twelve action IDs in this article's invented example. These counts do not measure risk, effort or staffing needs. Ben's electrical item could take longer to resolve than all three of Maya's items together.

Keep each task's deadline and verifier visible. If the check fails, record what failed, who is fixing it and when it will be checked again. "Sent to the supplier" is a communication update, not completion evidence.

Do you need a numerical risk score?

A numerical matrix can help a team apply its agreed assessment method consistently. It cannot establish how likely an accident is just because someone entered a number. This example uses a written judgement so the assessor must explain the possible harm, the current circumstances and what remains uncertain.

If your venue or competent adviser requires a scoring method, use its definitions and explain your reasoning. Keep the judgement before further controls separate from the remaining risk after controls have been implemented and checked. Never reduce a score because an action is merely planned.

The next chart answers a narrower question: what evidence exists for the twelve actions in this extract?

A1, A3, A5, A7, A9 and A11 are verified. A4, A6 and A10 await verification. A2, A8 and A12 are not done. These are invented counts from the worked records, not industry statistics or a readiness percentage. One unresolved critical control can prevent opening even when every other task is complete.

Agree who checks the venue and contractor work

Start this conversation before contracts are finalized. HSE's event management guidance describes the organizer's responsibilities for overall safety and coordinating work. Hiring a supplier does not remove the need to coordinate their work with everything around it, but it does not make you the specialist responsible for all their technical work either.

Ask the venue to identify the relevant building information, operating restrictions and emergency arrangements. Ask contractors for assessments and evidence specific to their work. Then check the joins between them. The sound contractor may have a suitable installation while the bar contractor's last delivery leaves its cables exposed.

Put the agreed checks and named contacts into your schedule. Budget for the competence, equipment and staffing the assessment requires. If the event cannot afford necessary controls, change the activity or the plan before selling an experience you cannot safely deliver.

Review event insurance and coverage separately with the relevant adviser. An insurance certificate does not verify a clear exit, an inspected installation or an implemented control.

Review the assessment before opening and while the event runs

At the opening review, Alex and Pat compare the latest records with the actual site. They record the decision, conditions, time and people consulted. Required controls that remain unverified keep the affected activity on hold.

Keep checking after doors open. A changed queue, new equipment, missing team member or blocked route can invalidate an earlier decision. Record the change, immediate action, responsible person and revised assessment. Tell the people affected; saving a new version in a folder does not brief a steward.

After the event, compare the assessment with what happened. Capture incidents, near misses, failed controls and arrangements that worked. Keep the evidence for the next edition, but walk the site again rather than carrying forward last month's "verified" labels.

Your final document should let another responsible person identify the hazard, find the evidence and understand the decision. Fill in the template with the people who know the work, resolve the required controls and keep the record current as the event changes.