Graduation Ceremonies Risk Assessment Template

Typical hazards & measures

• Data breaches — Use secure platforms for ticketing and attendee registration. Limit access to sensitive information to authorized personnel only. Encrypt stored data and conduct regular audits to identify vulnerabilities in the system.
• 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.
• Accessibility issues — Ensure the venue is accessible to individuals with disabilities, including ramps, reserved seating, and accessible restrooms. Provide sign language interpreters if necessary and clearly mark accessible routes.
• Poor lighting — Use adequate lighting to illuminate pathways, exits, and main event areas. Test all lighting fixtures before the ceremony and keep backup bulbs or fixtures on-site. Train staff to operate the lighting system and troubleshoot issues quickly.
• Lack of rehearsal or preparation — Schedule a full rehearsal to identify and address potential issues. Involve key personnel, including speakers, ushers, and technical staff. Use a detailed event timeline to ensure all components run smoothly.