1. Events, H&S and Risk Assessments

2. Events and Activities Things to think about Where? When?
Guest Speaker?
Tech?
Risk Assessment?
Some added extras to discuss: Marketing, Freshers and Sport Bookings

3. Where and When? Within University At the Union
University rooms are booked through the LSU website, fill in the form and make sure you are as accurate as possible.
Please also read the terms and conditions! For example no food (or Alcohol!) is to be consumed in University spaces.
Only the Chair and Secretary can book rooms
Room bookings need to be made as far in advance as possible.
Room bookings for Union facilities such as Room 1, Cogs, Fusion get booked up quickly!
If you want an event you need to book it as far in advance as possible.
You can book these through the helpdesk or by ing they will ask you to fill out a booking form with as much as possible.

4. Important Information!!!!
Guest Speakers
IT IS ESSENTIAL that you give us 3 WORKING WEEKS if you are having a guest speaker - any later and the application is likely to be rejected
Tech
We are currently reviewing the Tech booking system to make it easier, more transparent and easier for all. We will contact you with guidance over summer. You will need to provide a minimum of 2 weeks notice for Tech bookings.
Catering
If you need catering again, you need to put it on the booking form if you wish for LSU to supply it.
If you wish to cook for your members you need a valid Level 2 Food Hygiene Certificate -

5. Marketing and Media Please use the Societies logo on all your promo.
Media – If you wish media for your event please
Please send posters/images/publications to to be checked before your events and do not reveal any posters until your room bookings have been confirmed.
The Societies EO will promote your events through Social Media if you let them know –
You can also get your events advertised on the screens in piazza and/or online events calendar - but they must be on brand.

6. Fundraising
If you don’t have enough money for an event then you will need to fundraise as we cannot provide funds for events- please budget from your membership money.
Please declare all the money you raise for charity through RAG - it will go towards the overall total and will be counted on our system.
If you want a stall - book in advance, they are in high demand. Locations include James France, Union and the Library.

7. 2/3 weeks before the event Drivers must be registered.
Step by Step Event Planning
Initial Event Idea
2/3 weeks before the event
During the event
After the event
Event/Trip Planning
Ensure you have informed the Societies Administrator of your trip and completed a risk assessment.
Ensure members have signed and read the risk assessment.
Fill out a LSU Trip Form if visiting an external event.
Collect contact info of participants.
a passenger list to Societies Administrator at least 5 days before departure, and on the day itself.
Drivers must be registered.
Draw up a trip/event itinerary.
Things to consider:
Timing
Cost
Logistics
Research
Seek prior consent for any members aged
Ensure a designated committee member has collected contact numbers.
Set a designated meeting place.
Travel with a well-stocked first-aid kit.
Complete any accident forms
Review the risk assessment- were the provisions sufficient?
Safely destroy any personal data about members which is no longer necessary.
Key Points to remember:
Make your booking as far in advance as possible
Do you need a risk assessment?
Do you need to fill in a guest speaker form? (2 WEEKS)
How many people?
What needs doing and by when? Set deadlines
Don’t forget to enjoy it!

8. H&S and Risk Assessments

9. H&S and Risk Assessments

10. It has to be “suitable and sufficient”
“A Risk Assessment is simply a careful examination of what, in your work, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm”
HSE
It has to be “suitable and sufficient”

11. Existing Provision
All of our societies have an up to date Risk Assessment in place already for 2016/17.
You don’t need to write a new one.
You have a responsibility to ensure that all members and participants are aware of safety precautions (known as control measures) within your Risk Assessment.
You need to make sure that people with allocated tasks complete them.

12. Don’t panic
We do risk assessments mentally every day. When we cross a road we look both ways as a control measure to ensure we don’t get run over by a bus.
We can’t prevent ALL risk or accidents. We can look both ways at the road but if a plane crashes on us as we cross nobody could have been able to prevent it.
Risk assessments need to be thorough. But not silly. They need to cover risk “as much as is reasonably practicable.

13. Risk Assessments A Risk Assessment is…
An action plan of how to deal with hazards and risks, to show your way of ensuring you have a course of action to lessen the impact of any hazards.
A Hazard is –
Anything that can cause harm.
EG- Equipment, slippery surfaces, drunk students.
A Risk is-
The chance or likelihood that someone will be harmed by the hazard.
Harm is-
Injury, ill-health to people and
Effects/costs to the University/Students’ Union

15. H&S and Risk Assessments at my Society
Your club should already have a risk assessment. It won’t need to be updated unless your activity substantially changes or if a new risk presents itself. It’s no good just having one. People need to know what’s in it and the people who are responsible for mitigating risk need to do what they’re responsible for.

16. You will need to complete a risk assessment in the following scenarios
1. Core/regular activities
This will be completed annually, or when there is a significant change to your activities. This is what is required under the Union’s insurance that you’re covered by. You will need to inform all members of your group what is expected of them, based on the risk assessment you have produced.
2.  Additional activities and one-off events
If your society or student group decides to organise a large one off event, such as a conference or a weekend away camping, then you’d need to do a separate risk assessment as it falls way outside of your regular activities. But for smaller one-off events at reputable companies, like restaurants or cinemas, we wouldn’t ask for one, as they have their own risk assessments and public liability insurance. For example, if Model United Nations Society wished to take part in some go-karting at a local race track as a one off trip, we wouldn’t ask for a risk assessment. They would still need to follow the Union’s procedures by submitting a trip form and Passenger list and ensuring that any cars being used for transport are registered with LSU. However, if Model UN wanted to go there weekly, then this would become a core activity and they’d need to amend their Risk Assessment to include it (as in Point 1, above). We’d be happy to help you. If you’re not sure then speak to Becks in the AU office.
3. External organisations
If you are using an external organisation or facility for regular activities, we will need to see a copy of their risk assessment and public liability insurance to check all risk has been reasonably addressed. We’d advise that as good practice you ask to see a copy of the risk assessment from any company you decide to use so that you know how to keep yourself and others safe, even if you’re going as a one off.

17. When do I need to do a “trip form” and “passenger list?”
Whenever your club is running an activity that requires private vehicular transport. Try to look at it from a common sense point of view. So we don’t need one if you take the public local bus across town or if you’re walking to the pub. But if you’re travelling to Nottingham in a car belonging to a society member or you’re getting the train to London then you do.
LSU has to ensure health and safety compliance as far as “reasonably practicable” so if it seems massively unreasonable then it probably is! But we do need to be thorough and ensure we’re keeping people/members as safe as possible, this is our legal duty and what the Union wants to ensure.
An easy way to look at it is – if you have followed the correct procedures and guidelines activities/events are more likely to be safe. If something does go wrong however, LSU can support you and the insurers will cover you. It’s better to be safe than sorry so please ask if you need clarification.

18. Think of a Risk Assessment (RA) as a CHECKLIST of how safe your event or activities are. It provides a checklist of what could go wrong and the measures that need to be taken to prevent that from occurring…
AND IF AN ACCIDENT/INJURY DOES OCCUR, THE FIRST THING THAT WILL BE REQUESTED BOTH IN LAW/DUTY OF CARE AND IN TERMS OF INSURANCE WILL BE…. THE RISK ASSESSMENT!

19. Societies currently without a submitted risk assessment…
Japanese Society
ITMB Society
Latin American Society
Loughborough Adventist Student on Campus
Loughborough Indonesian Society
Nepalese Society
Pakistani Society
Pentecost Students and Associates
Romanian Society
Sri Lankan Society
Turkish Society
Please submit a risk assessment to us ASAP!!

20. Events and Risk Assessments

21. CODES OF CONDUCT

26. So what do I need to do
You will have been sent an containing your Risk Assessment.
You will be invited to complete the Risk Assessment e-Learning. This is mandatory.
Read it
Check it
Edit it if required
Print it, sign it (x3), return it to LSU reception.
You may also need to update/complete a Code of Conduct