A risk assessment is a method which specifically looks at and assesses what could go wrong and determines how to act on these hazards to minimise any potential loss or injury – within the workplace, or at specific events you are organising. Once risk assessments have been created they should be regularly reviewed and amended accordingly.

Why is a risk assessment needed?

It is essential that all organisations, including charities, partnerships, town and parish councils, and social enterprises, carry out risk assessments for any activities you may undertake.  Failure to write such assessments can result in heavy penalties including fines and even prosecution should a loss occur.

It is your organisation’s legal responsibility to enforce a duty of care to your employees and/or volunteers.   The law does not ask for all risks to be completely eliminated, however an organisation is required to protect its people as far as reasonably possible.

Simple steps to creating a risk assessment for your organisation

- Identify the hazards

This is simply highlighting ways in which people within the organisation could come to potential harm.   It is important to take time when creating these assessments and gain the information  from as many different sources as possible.

• Walk around the workplace and identify areas that are likely to cause harm
• Ask you employees/volunteers for input.
• It may be a good idea to visit the HSE website:  www.hse.gov.uk for more information
• Check any manufacturer’s instructions as they can be useful in pointing out hazards
• Look at any previous accident and ill health records
• Do not forget to include any longer term hazards

- Decide who is likely to come to harm

This should be done for every hazard that is highlighted and it should be made clear the groups of people that might be harmed.

For each group you will have to decide how they could be harmed.

When doing this it is important to remember:

• Certain groups of employees/volunteers will have specific requirements, for example – new or young employees, expectant mothers, and people with a disability of some kind may be at a particular risk.
• Members of the public if it is likely that they could be harmed by any of your activities.

- Evaluate the risks and decide on what precautions are necessary

Legislation states that organisations are required  to carry out every action that is reasonably possible to minimize hazards occurring. Again, the HSE’s website might be of help in making these decisions.

The easiest way to do this is as follows:-

• Analyze whether a hazard can be completely eliminated or whether it can be well managed so that the chance of any harm is reduced.
• Record relevant findings and implement them appropriately.

Ensuring you implement findings effectively will make a big difference to your organisation and any risk attached to it.   In order to do this correctly, it is crucial to record your findings and the steps you take to implement them.

To produce a sufficient risk assessment you will need to show:

• A comprehensive check was carried out
• Sufficient research into who might be at risk
• All hazards considered were dealt with and the number of potential people that could be affected has been taken into account
• The precautions taken are reasonable and have ensured that any risk is low

If the exercise identifies any improvements, you will need to create a plan of action to prove how you will implement these.  It is important that any improvements are done correctly.

- Review risk assessment and update where necessary.

Most organisations tend to make regular changes to their activities over a period of time and there it is important that you continue to review any risk assessments and update these when necessary.

What next?

• back to AMT Members’ Insurance
• key things to consider when planning an event
• what is public liability insurance?

If your organisation has made a mistake which leads to an incident causing damage to a customer or their property it’s likely that this will result in a public liability claim. Claims for trips, slips and falls are among the most common type of public liability claims.

The cost of legal fees and expenses is all included for both defending the claim and paying out should you be found to be at fault. Public liability will only cover third party damages and does not include injuries to employees. This is dealt with through employer’s liability insurance.

You or your organisation will have to be found at fault for a customer to receive compensation through your public liability insurance policy.

What level of public liability insurance do I need?

Whilst public liability insurance is not currently a legal requirement you may find that your partners, funders or local authorities have specified levels they require you to hold.

If you hold government contracts for your work you may find the level of public liability insurance required is as high as £10 million. It’s always worth checking this before making a decision.

If there’s no set requirement you should still consider the likely risk to 3rd parties in the work that you do.

Cost of making a public liability claim?

The only costs of making a public liability insurance claim will be the designated excess set out by the insurer, this will be clearly shown in your documents.

What next?

• back to AMT Members’ Insurance
• planning an event? Key things to consider
• how to write a risk assessment

Here you can find information on organising events and how to make sure that you have adequate event insurance.  A major point to be aware of is that all entertainment events are subject to the Health and Safety at Work Act and the regulations that come under it.

When planning for an event you need to ensure that:

1. You have advised your charity insurer of any event that you are organising so that sufficient cover can be provided before the event occurs.
2. Any outside contractors you employ to supply major attractions, or any stallholders at your event need to have their own adequate Public Liability insurance. The indemnity limit should not be less than that of your own insurance.
3. You are indemnified as a ‘principal’ under any third party contractors’ or suppliers’ policies.
4. You obtain a copy of the attraction provider or stallholders’ policy.

Consider Safety…

• Any premises where you are conducting an event should have a visibly clear entrance and exit.
• The event must be in accordance with fire regulations.
• You should also contact other appropriate local authorities to make them aware of the event, especially if it is going to be large and have a high number of people attending.
• It is useful to meet with all parties involved before the event to discuss arrangements for the day.

Risk Assessments should be carried out, including details of all risks which have the potential to cause harm. You will need to identify the risk, discuss who could be at danger and how, evaluate these hazards and decide on how these can be prevented and implement these controls.

What next?

• back to AMT Members’ Insurance
• what is public liability insurance?
• how to write a risk assessment