Community Event Risk Assessment Template for England and Wales

A Community Event Risk Assessment is a legally required document that helps you identify, evaluate, and control potential safety hazards when organizing public events in England and Wales. Under the Health and Safety at Work etc. Act 1974, event organizers have a statutory duty to ensure the safety of participants, staff, and the public. This assessment provides a systematic framework for meeting these obligations while demonstrating due diligence to local authorities and insurance providers.

When do you need this document?

You must complete a risk assessment before hosting any community event, regardless of size. This includes village fêtes, charity fundraisers, outdoor festivals, sports events, and cultural celebrations. Local authorities typically require this assessment as part of licensing applications, particularly for events requiring Temporary Event Notices under the Licensing Act 2003. Insurance providers also mandate risk assessments before providing event coverage, and venue owners may request them as part of hire agreements. The assessment must be completed well in advance of your event to allow time for implementing necessary safety measures and obtaining required permits.

Key legal considerations

Your risk assessment must comply with the Management of Health and Safety at Work Regulations 1999, which require documented evaluation of all foreseeable risks and implementation of appropriate control measures. You need to assess general hazards like slips, trips, and falls, as well as event-specific risks such as crowd control, weather exposure, and equipment safety. Fire safety considerations under the Regulatory Reform (Fire Safety) Order 2005 must include emergency evacuation procedures and access routes for emergency services. The Equality Act 2010 requires you to consider accessibility for disabled attendees, including appropriate facilities and evacuation assistance. Your assessment should also address first aid provisions, security arrangements, and coordination with local emergency services.

Legal requirements in England and Wales

Under English and Welsh law, you must ensure your risk assessment is suitable and sufficient, regularly reviewed, and accessible to all relevant parties including local authorities, venue owners, and emergency services. The Health and Safety Executive requires that assessments be undertaken by competent persons with appropriate knowledge and experience. You must maintain records of your assessment and any subsequent reviews or updates throughout the event planning process and for a reasonable period afterward. If your event involves regulated entertainment or alcohol sales, you'll need to coordinate your risk assessment with Temporary Event Notice applications to your local licensing authority. Additionally, you must ensure all staff and volunteers understand their roles in implementing safety measures identified in the assessment.