Graduation Ceremonies Risk Assessment Template

Typical hazards & measures

• Food poisoning — Hire reputable caterers who follow strict hygiene practices, ensure proper food storage and handling, and provide options for dietary restrictions. Conduct a pre-event inspection of catering facilities.
• Photography equipment — Designate safe zones for photographers, ensuring cables and equipment are secured. Use warning signs in these areas and provide mats to prevent slips. Assign staff to monitor equipment use near attendees.
• Pyrotechnics or special effects — Hire licensed professionals to manage pyrotechnics or effects, ensuring compliance with safety regulations. Maintain a safe distance between the effects and the audience and use protective barriers where necessary.
• Cultural or religious insensitivity — Review all ceremony elements for inclusivity, including speeches, music, and decorations. Train staff on cultural sensitivity, and provide options to accommodate diverse guest needs, such as dietary restrictions or prayer spaces.
• 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.