Graduation Ceremonies Risk Assessment Template

Typical hazards & measures

• Allergic reactions — Provide allergen information for food, flowers, and other materials in the event space. Train staff to respond to allergic emergencies, and have epinephrine auto-injectors available in first-aid kits.
• Traffic and transport — Coordinate with local authorities to manage traffic flow and parking. Use marshals and clear signage to direct vehicles safely. Provide shuttle services from remote parking if needed. Encourage sustainable transport options such as cycling, walking, or public transport, and advise those arriving on foot or by bike to wear high-visibility clothing and use lights so they remain clearly visible.
• Lack of contingency for cancellations — Establish an alternative venue or reschedule plan in case of unforeseen circumstances. Communicate contingency plans clearly to attendees during registration. Provide refunds or alternate arrangements as necessary.
• Confetti or balloons — Use biodegradable materials for confetti and ensure balloon releases comply with local regulations. Conduct safety checks for release mechanisms and clear walkways of any residual materials after use.
• Equipment theft — Secure high-value equipment in locked areas when not in use. Use security tags, install CCTV, and assign staff to monitor equipment zones. Maintain an inventory checklist and verify it before and after the event.