Risk Assessment

Risk Assessment & Event Management

Before you host an on- or off-campus event, it is very helpful for your group to complete a risk assessment beforehand. A risk assessment will help you and your group to plan ahead for and consider the level of associated while also planning on how you will manage them if they arise. This assessment and planning will ensure that your event runs smoothly and safely in case any issues arise. 

A risk assessment will help you do the following:

  • Identify hazards – the potential danger causing harm.
  • Assess the risk – the likelihood or possibility that people will come to harm. 
  • Decide upon risk control measures – how will you/what will be put in place to ensure the safety of participants against harm.
  • Supervise implementation – who/how will you check that control measures are being carried out. 
  • Implement control measures – reduce or eliminate risk to participants. 

Please note that only SOP Recognized Student Groups can book space on-campus for events. To learn more about SOP recognition, click here.

How to Complete a Risk Assessment

This risk assessment template can be used to review your event. To complete your assessment, it’s best to review your event and identify all potential hazards and the risks each hazard could cause. Examples of these are:

  • Hazard: Slip, trip and falls | Risk: Injury from running and tripping over speaker wires
  • Hazard: Fire | Risk: Burns, smoke inhalation, evacuation
  • Hazard: Food | Risk: Food allergy, choking 
  • Hazard: Participants | Risk: Overcrowding creating an unsafe space 

Once you have identified your hazards and risks, you will need to establish the risk rating. The risk matrix below will help you assign a numerical ranking to each hazard. 

Risk Assessment Example

Identify how likely the hazard will occur, and also how severe the harm would be if it did. Multiply these two numbers together to obtain the risk rating for each hazard.

For example, the likelihood of having a food allergy is likely (2) and the severity is serious (2), which results in an overall risk rating of 4 (2x2). 

Once you have your risk ratings, you will need to evaluate what precautionary or control measures that will need to be put in place to address the risks. Your control measures are required to be listed in the risk assessment template. 

  • For a risk factor of 3 or less, normal safe working practices will suffice.
    • Ex. Trips, slips and falls has a risk factor of 2 (Quite likely x Minor Severity). Control measures - Ensuring floors and speaker cables are clear, and reporting any damages. 
  • For a risk factor for 4 or 6, control measures must be enabled to minimize harm and/or likelihood of the risk. 
    • Ex. Food allergy is a 4 and control measures would include listing ingredients of food for participants to see or having a sign up form which asks for dietary restrictions.
    • These control measures will make the risk less likely to occur, making it safe to run your event/activity.
  • For a risk factor of 9, this risk is too high and you should identify an alternative to prevent this risk from being present at your event/activity. 

The blank risk assessment template for your own use can be downloaded below:


Please direct any questions to the Centre for Student Engagement at studentgroups.utm@utoronto.ca.

Considerations

Hosting events with alcohol on campus is allowed, but must be completed through UTM Conference and Events Services. Please note the UTM House Policies as laid out on their website. 

https://www.utm.utoronto.ca/hospitality/conference-event-services/alcohol-events-utm

When considering your risk assessment:

  • For underage students:
    • Will there be underage students at this event?
    • How will you ensure underage students are not consuming alcohol?
  • For large scale events:
    • Are there any plans in place to ensure safe transportation for participants?
    • For events with large crowds, you may be required to hire security and have a security plan in place to ensure the safety of all participants.
  • How will this event include and engage with students whose faith practices prohibit alcohol?

Even under the safest circumstances, injuries and mistakes can still happen. It is impossible to prevent every injury, but making sure you have safety measures and safety plans in place in case something does happen. 

When considering your risk assessment:

  • If an injury occurs, who will you contact for help? 
  • If an emergency occurs, who will you contact for help?
  • How will you collect emergency contact information?
  • Is there someone certified in first aid the event? 

Money is core to all events, and the safety and security of collecting funds is key.

When considering your risk assessment:

Advertising your event is a critical part of all events, but risks can arise from the use of it.

When considering your risk assessment:

  • Will your event be open to non-UTM students?
    • Is there pre-registration for your event? This can help capture the numbers and context of participants attending your event. 
  • How will you ensure non-UTM attendees will not disrupt the UTM community and/or event?
    • Do you have a designate individual(s) who will manage disruptions? Is there an escalation plan if the disruptions continue or escalate.