Movie Night/Screening Risk Assessment Template

Typical hazards & measures

• Safeguarding — Ensure all volunteers have up-to-date safeguarding training, and follow local child protection protocols. Obtain parental consent for underage participants, including contact details and medical information. Designate a safeguarding officer on-site during the event to address any concerns.
• Poor group management — Plan ahead by organizing participants into small groups with designated leaders for easier oversight. Use name badges or wristbands for easy identification and have regular check-ins to ensure no one has left or is lost during the event.
• Eye strain from screen — Ensure the screen is positioned at an appropriate height to reduce strain. Use softer lighting around the screen to reduce brightness contrast, and encourage participants to take breaks from staring directly at the screen during longer movies.
• Overheating — Monitor room temperature, especially in large groups, ensuring ventilation systems are functioning. Provide fans or air conditioning where necessary and offer water to attendees to prevent dehydration.
• Insect bites (outdoor settings) — Check the venue for insect nests before setting up. Provide insect repellent and ensure attendees are aware of potential risks. Keep first aid supplies ready in case of allergic reactions to bites.