Graduation Ceremonies Risk Assessment Template

Typical hazards & measures

• 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.
• 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.
• Crowd mismanagement — Implement a clear queueing system with barriers and signs to direct attendees. Assign ushers to monitor entry and exit flow and manage disruptions calmly. Provide separate entrances for VIPs and performers to minimize delays.
• Alcohol-related and behaviour incidents — Implement a responsible alcohol service policy with clear limits, train staff to manage intoxicated individuals, and refuse service where necessary. Employ visible security personnel to monitor guest behaviour, respond swiftly to incidents, and maintain a calm environment. Provide alternative transport options and establish a designated area where disruptive individuals can cool down safely.
• Lack of emergency lighting — Install battery-operated or generator-powered emergency lighting throughout the venue. Conduct regular checks to ensure functionality and mark critical areas like exits and stairwells with illuminated signs.