What requires an individual risk assessment? 

• Events involving external speakers. You can find out more about our external speaker process here. 
• Events involving an overnight trip outside of Exeter
• Events involving a musical/theatre performance or show
• Events involving a large-scale event (Over 150 attendees) 

These events cannot be listed on the annual risk assessment you submit before the start of the academic year. For more information on annual risk assessments, read the article here - Click me.

For overnight trips and large-scale events and performances, you will also be required to submit an event budget if the event costs over £500. 

If you haven't done so already, all committee members must complete either in-person or remote events training, which covers risk assessment and group safety.

Activities and Events training course:

You can access the remote course here: Click me

Templates

Risk assessment templates can be found here: 

• External speaker risk assessment - Click me
• Theatre/Performance/Large-Scale Events Risk Assessment (Over 150 attendees) - Click me 
• Overnight Trips - Click me

For each of these event types, an individual risk assessment will need to be completed by the following deadlines. 

• 10 Working Days Before the Event: Large-Scale (Over 150 attendees)/Adventure Activity events (ie climbing, caving, surfing 
• 15 Working Days Before the Event: External Speaker and Large-Scale Performance
• 20 Working Days Before the Event: Overnight Trips

Working days exclude all weekends, bank holidays and the Xmas closure period. Please note that these lead times do not include the date of your event. 

Risk assessments submitted via email will not be reviewed. Once submitted, it will be reviewed by the Activities Team. If there are any changes required, a member of the team will get in touch to talk these through with you.

Once your event is approved, you can then upload your event straight onto the FIXR platform. For more information regarding your society's FIXR, read the article here. 

Event management plan

To help you plan effectively for large-scale events, we have created the Event management plan template. This template can be used alongside your risk assessment to ensure you have considered all of the necessary Health, Safety & Emergency arrangements. 

You can download a template here: Click me

Guidance 

Use the Student Committee Handbook for Risk Assessing and Group Safety to help you identify hazards and risks, and fill out your risk assessment: Click me.

Submitting your individual risk assessment

Individual risk assessments are submitted through a different portal from annual risk assessments; you can submit them here - Click me. 

Please note:

It is also compulsory to create an event budget as part of activity submissions for any events costing over £500. These won't need to be submitted except for large-scale performance events and trips abroad, but we still may ask to see them if there are any issues.

Event budget templates can be found here.