Light Night Volunteer Briefing

📅 Date: 31st October
⏰ Volunteer Briefing Time: 5:10 pm
⏰ Event Time: 5:30 pm - 7:30 pm

Entrance: Please enter the building by the side entrance on Brooklyn Road.

Community Open Event Risk Assessment

Event Name: Light Night 2024 or Easter Eggstravaganza 2025

Date: 31/10/2024 & 19/04/2025

Location: Bulwell United Reformed Church

Address: Broomhill Road, Bulwell, Nottingham, NG6 9GJ

Risk Assessment Team:

• Dave Dennis

Identified Risks:

1 - Crowd Management:

• Risk: Large crowds may lead to congestion and potential safety hazards.
• Control Measures:
  • Assign volunteers at entrance and exit doors to welcome attendees and control the flow.
  • The senior event organiser will assess the numbers in each of the rooms used to ensure they do not exceed their safe capacity limits, preventing overcrowding and maintaining a comfortable environment for all participants.
  • If the event reaches its maximum capacity, volunteers on the door will manage a controlled queue outside to ensure safety and compliance with capacity restrictions.

2 - Health and Safety:

• Risk: Accidents or medical emergencies may occur during the event.
• Control Measures:
  • Trained first-aid personnel will be on-site to provide immediate assistance in case of accidents or medical emergencies. They will be clearly identified by a distinct lanyard/High Vis Vest.
  • Establish a well-equipped first-aid station at a readily accessible location within the venue.
  • Develop a clear and efficient procedure for handling emergencies, including communication and coordination with local emergency services if needed.
  • A copy of the emergency procedure will be thoroughly briefed to all volunteers during the briefing session at the beginning of the event, ensuring that all volunteers are aware of the appropriate actions to take in case of emergencies.

3 - Safety Guidelines for Food Handling and Allergies:

• Risk: Improper food handling can lead to foodborne illnesses, and some attendees may have allergies.
• Control Measures:

Hot Drinks Safety:

• When serving hot drinks, such as tea and coffee, ensure that the volunteers or staff handling them are well-trained to prevent burns and scalds.
• Use proper containers with secure lids to minimise the risk of spillage.
• Place warning signs near hot drink stations to alert attendees to the presence of hot liquids.

Food Handling Safety:

• All food vendors must strictly adhere to food safety guidelines. This includes proper food storage, handling, and temperature control for both hot and cold items.
• Regularly inspect food preparation areas to ensure cleanliness and compliance with hygiene standards.
• Provide handwashing stations for food handlers and encourage frequent handwashing.
• Equip food vendors with appropriate utensils and gloves to prevent contamination.

Allergen Awareness:

• Clearly label all food items, including hot drinks, with a list of potential allergens. This will help attendees with allergies make informed choices.
• Ensure that food vendors and volunteers are trained to be aware of common allergens and can respond to allergy-related inquiries from attendees.

By implementing these safety measures, we can create a safer environment for our attendees, ensuring that they can enjoy the refreshments without worrying about foodborne illnesses or allergen-related issues.

4 - Fire Safety:

• Risk: Fire hazards may arise from cooking equipment or decorations.
• Control Measures:
  • Place fire extinguishers in easily accessible locations throughout the venue, with clear signage indicating their presence.
  • Ensure that all cooking equipment, such as grills or ovens, is set up and operated following safety guidelines, and designate a safe cooking area.
  • Regularly inspect and maintain all electrical equipment, decorations, and wiring for safety. Avoid the use of open flames or candles.
  • Develop and communicate a clear evacuation plan in case of a fire emergency, with designated assembly points.
  • Train volunteers and staff on fire safety procedures, including the proper use of fire extinguishers and the evacuation plan.

5- Child Safety (Safeguarding):

• Risk: Ensuring the safety of children attending the event is a top priority.
• Control Measures:
  • Ensure that all volunteers who interact with children have undergone background checks and have received training in child safeguarding and reporting procedures.
  • Have clearly identified “Safeguarding Officer” on-site, easily recognisable by their badges, to handle any child safety concerns.
  • Provide parents and guardians with contact information for “Safeguarding Officer” and clear instructions on how to seek assistance in case of child safety issues. (See Church notice boards & Website)

6 - Financial Risks:

• Risk: Overspending or underfunding for the event, which can impact its success.
• Control Measures:
  • Create a detailed budget outlining anticipated expenses and income sources for the event.
  • Monitor expenses throughout the event to ensure they remain within budgeted limits.
  • Seek multiple funding sources, including sponsorships, donations, to mitigate financial risk.
  • Establish financial controls, such as requiring multiple approvals for significant expenditures.
  • Maintain clear financial records and reporting to ensure transparency and accountability

7 - Craft Stations:

• Risk: Various risks may arise from craft stations, including the use of scissors and glue, children requiring assistance, seating arrangements, and the role of craft station volunteers.
• Control Measures:
  • Supervision and Assistance: Assign craft station volunteers responsible for supervising children using scissors and glue. Ensure that these volunteers are trained to aid when needed.
  • Age-Appropriate Tools: Ensure that scissors and craft materials are age-appropriate and safe for children to use under supervision.
  • Seating and Space: Arrange seating at craft stations to provide a comfortable and safe working environment, with adequate space to prevent overcrowding.
  • Volunteer Training: Train craft station volunteers on safety protocols, including monitoring children, using craft materials safely, and responding to accidents or injuries.
  • First Aid Access: Ensure that a first-aid station or kit is readily accessible in case of minor injuries at the craft stations.

8 - Entrance Steps:

• Risk: Attendees may be at risk of falling, slipping, or tripping when entering or exiting the venue via the entrance steps.
• Control Measures:
  • Ensure that the entrance steps are well-lit and clearly marked to minimise the risk of tripping.
  • Place non-slip mats or materials on the steps to prevent slipping, especially in case of wet weather conditions.
  • Assign volunteers or staff to assist attendees, especially those with mobility challenges, when navigating the entrance steps.
  • Conduct regular inspections to identify and address any potential hazards or uneven surfaces on the steps.
  • Clearly mark and maintain handrails for additional support and stability.

Written by: Dave Dennis

Review: September 2025