Graduation Ceremonies Risk Assessment Template

Typical hazards & measures

• Slips, trips, and falls — Inspect the venue before the event and mark uneven terrain with bright tape or signage. Use temporary flooring or walkways where needed, and advise attendees to wear suitable footwear. Secure decorations and equipment so they don’t obstruct walkways, and keep pathways well lit and clear of hazards. Station staff to monitor high-traffic areas and respond quickly to issues.
• Overcrowding — Limit ticket distribution to venue capacity, use barriers to control crowd flow, and assign ushers to manage seating and prevent congestion. Monitor crowd density in real-time to make necessary adjustments.
• Floral decorations — Use stable bases for arrangements to prevent tipping and avoid obstructing walkways or exits. Check for attendee allergies and opt for hypoallergenic flowers where possible. Regularly inspect decorations for stability.
• 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.
• Adverse weather — Monitor weather forecasts closely and communicate updates to attendees in advance. Provide contingency plans such as tents, sheltered areas, or indoor backup venues. Ensure equipment is weather-resistant or properly protected, and secure furniture and temporary structures against high winds. Station staff to assist with adjustments during sudden changes.