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1 | GreenFest 2026 — Event Risk Assessment | ||||||||||||||||||||||||||
2 | Free community climate and nature event | ||||||||||||||||||||||||||
3 | Event | GreenFest 2026 | Date | Saturday 24 October 2026 | |||||||||||||||||||||||
4 | Venue | St Bartholomew's School, Newbury | Expected attendance | ~2,000 visitors; 75+ exhibiting organisations | |||||||||||||||||||||||
5 | Assessed by | Lisa Hill | Date of assessment | 9-Sep-26 | |||||||||||||||||||||||
6 | Reviewed by | Review date | |||||||||||||||||||||||||
7 | |||||||||||||||||||||||||||
8 | How to read this assessment | ||||||||||||||||||||||||||
9 | Each hazard below is scored for Likelihood (L) and Severity (S) on a 1-5 scale, multiplied to give a Risk Rating. Ratings of 1-5 are Low (green), 6-11 are Medium (amber), and 12-25 are High (red). Where the rating remains Medium or High after existing controls, the 'Further action required' column sets out what still needs to happen before or during the event, and who owns it. | ||||||||||||||||||||||||||
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12 | Risk matrix (Likelihood x Severity) | ||||||||||||||||||||||||||
13 | S \ L | 1 | 2 | 3 | 4 | 5 | |||||||||||||||||||||
14 | 5 | 5 | 10 | 15 | 20 | 25 | |||||||||||||||||||||
15 | 4 | 4 | 8 | 12 | 16 | 20 | |||||||||||||||||||||
16 | 3 | 3 | 6 | 9 | 12 | 15 | |||||||||||||||||||||
17 | 2 | 2 | 4 | 6 | 8 | 10 | |||||||||||||||||||||
18 | 1 | 1 | 2 | 3 | 4 | 5 | |||||||||||||||||||||
19 | |||||||||||||||||||||||||||
20 | Low (1-5) | Medium (6-11) | High (12-25) | ||||||||||||||||||||||||
21 | |||||||||||||||||||||||||||
22 | Hazard Assessment | ||||||||||||||||||||||||||
23 | No. | Hazard | Who might be harmed | Existing controls | L | S | Rating | Risk Level | Further action required | Owner | KEY POINTS FOR MARSHALLS | ||||||||||||||||
24 | 1 | Overcrowding / crowd management | Visitors, exhibitors, staff, children | Capacity estimated at 2,000 visitors across the day (not all at once); wide circulation routes maintained between stalls; marshalls positioned at pinch points; entrance/exit points kept clear and separate from vehicle routes. Marshalls on entrance will use clickers to count arrivals and will alert EVENT MANAGER when milestone numbers are reached (500, 1,000, 1,500, 2,000). | 3 | 3 | 9 | Medium | Brief marshalls on monitoring busy periods and closing/diverting flow if needed. | Event Manager | • Use counting clicker if at main entrance. Report counts to the Event Manager at 500 / 1,000 / 1,500 / 2,000. •Have a good look at the layout on the handout map and walk to each area before starting so that you know the layout to better direct people. Make sure you know where the field is and how do direct people there in case of emergency. Also the first Aid point (on the map) • Watch pinch points — help divert flow if it gets busy. If the area is becoming over crowded please remedy this if you can or contact the Event Manager | ||||||||||||||||
25 | 2 | Slips, trips and falls | Visitors, exhibitors, staff | Cable runs taped down or routed away from walkways; uneven ground identified and cordoned/signed; wet-weather matting available for grass areas; walkways kept clear at all times - which marshalls will monitor throughout the day. | 3 | 2 | 6 | Medium | Walk the site the morning of the event to check ground conditions after overnight weather; keep a supply of cable covers on hand. | Event Manager | • Keep walkways clear at all times and report any spills to event manager • Report cable or ground hazards straight away. | ||||||||||||||||
26 | 3 | Vehicle movement — deliveries, exhibitor unload, parking | Visitors, exhibitors, staff, pedestrians | Separate, clear vehicle access and pedestrian routes per the school's usual layout; marshal for unloading vehicles; unloading window closes well before doors open, after which vehicle movement on-site is restricted to public parking areas; speed limit (walking pace) enforced on site. | 3 | 4 | 12 | High | Brief all exhibitors in advance on unload times and no re-entry by vehicle once the event is open. | Event Manager | • If people are running, ask them not to • No exhibitor vehicle re-entry once the event is open to the public. • There is a separate team of traffic marshalls working in the car park and roads bordering the school | ||||||||||||||||
27 | 4 | Fire safety (school building, marquees, cooking/heating equipment) | All attendees | School's existing fire evacuation procedure adopted for the event; the fire evacuation assembly point is the field, confirmed with the site manager and kept clear and accessible throughout the event; fire exits kept unobstructed; any cooking/hot equipment sited away from marquee walls and combustibles; fire extinguishers in their usual school locations, with food stalls which are cooking or using generators to bring their own as well. | 2 | 5 | 10 | Medium | Field is already signed by school as the fire assembly point. Brief all marshalls, exhibitors and marshalls on its location before the event opens; check exhibitors' own risk assessments for any equipment using flame or gas. | Event Manager | • Fire assembly point = THE FIELD. • Know this location before your shift starts. • If you see fire/smoke: raise the alarm, direct people to the field, alert the Event Manager. | ||||||||||||||||
28 | 5 | Naked flames and flammable/hazardous chemicals on site | All attendees | Except by prior agreement, there must be no naked flames (candles, open braziers, bonfires, fireworks) anywhere on site, including on exhibitor stands; flammable or hazardous chemicals and substances are not permitted for use or display, except where an exhibitor has declared them in advance and agreed specific controls with the organisers (e.g. a small, contained gas cooking flame under sub-clause of the food/electrical controls). This is stated as a condition of booking for all exhibitors. | 1 | 5 | 5 | Low | State the no-naked-flames / no-flammable-chemicals policy clearly in exhibitor booking terms and joining instructions; have marshalls check stands at set-up and spot-check during the event; agree a named exception process (and extra controls) for any exhibitor who needs a controlled flame or chemical for a demonstration. | Event Manager | • No naked flames (except for commercial food vans in outside areas) or hazardous chemicals anywhere on site. • Unsure or concerned about something? Flag it to the Event Manager. | ||||||||||||||||
29 | 6 | Electrical equipment, cabling and generators | Visitors, exhibitors, staff | PAT-tested equipment required from exhibitors bringing electrical items; cabling from generators/power points routed away from public areas or covered; competent person to set up any generator in use. | 2 | 4 | 8 | Medium | Request PAT test confirmation or self-certification from exhibitors using electrical equipment; check generator location is ventilated and fenced off from public access with fuel stored well away from the generators and other sources of heat or ignition. | Event Manager | • The Event Manager will do all checks so this should not be an issue for marshals but please be aware that... • Check generators are ventilated and fenced off from the public and that fuel is stored away from heat/ignition sources. • Plag contact event manager if you have any concerns. | ||||||||||||||||
30 | 7 | Gazebos, marquees and stall structures sited outside the school buildings (wind/weather) | Visitors, exhibitors, staff | Exhibitors required to weight or peg down gazebos; larger structures (marquees) professionally erected and rated for expected wind loads; site check for overhead hazards (trees, cables). | 3 | 3 | 9 | Medium | Monitor the weather forecast in the days before the event; agree a threshold wind speed above which gazebos must be taken down, and communicate this to exhibitors. | Event Manager | • Watch for wind risk — tell the Event Manager if concerned about this or anything else. | ||||||||||||||||
31 | 8 | Adverse weather (October — rain, wind, cold) | All attendees | Event promoted as taking place rain or shine, with lots of covered/indoor space available. | 3 | 2 | 6 | Medium | Confirm what indoor space at the school can be used as extra if needs be. | Event Manager | • Event runs rain or shine — know the covered/indoor areas. Be aware of the plan to bring some external stands inside in case of very bad weather. • Help direct visitors to shelter if needed. | ||||||||||||||||
32 | 9 | Lost or missing child / vulnerable person | Children, vulnerable adults, parents/carers | A clearly signed and staffed meeting point (will be the EVENT HQ) designated for lost children or vulnerable persons; marshalls briefed on the procedure (do not remove a child/person from the site, keep them at the meeting point - with other people around, announce for parents). Event Manager is DBS checked - Lisa Hill. | 2 | 4 | 8 | Medium | Confirm the meeting point location and brief all marshalls on the exact procedure before doors open. | Event Manager | • Take lost children to the meeting point ( the Event HQ). • Never remove them from the site — stay with them, but do not take them into a space where you are alone with them or are apart from others. • Event Control will announce for their parent/carer. | ||||||||||||||||
33 | 10 | Safeguarding — children and vulnerable adults on site | Children, vulnerable adults | All event staff and marshalls briefed on safeguarding basics and who to report concerns to; stall holders reminded in advance that there should be NO unsupervised contact with children - parents are respopnsible for supervision which will be stated on the handout given to attendees. | 2 | 4 | 8 | Medium | Nominate a named safeguarding lead for the day | Event Manager | • No unsupervised contact between stallholders and children - parents should be present. • Report any concern immediately to Event Manager. • Parents are responsible for supervising their own children. | ||||||||||||||||
34 | 11 | First aid and medical emergencies | All attendees | First aid point identified and signed, staffed by a qualified first aider for the duration of the event; first aid kit and contact list of on-site first aiders available to marshalls; nearest A&E location known. | 2 | 4 | 8 | Medium | Commercial first aid provision in place cover for the full duration of the event (including setup/breakdown); brief marshalls on the location of the first aid point and how to call for help quickly. | Event Manager | • Know the First Aid point location • Escort or send anyone needing help there directly. | ||||||||||||||||
35 | 12 | Food and drink stalls — hygiene and allergens | Visitors, particularly those with allergies | Food vendors required to hold current food hygiene registration/certification and their own food safety risk assessment; allergen information to be displayed at each food stall. | 2 | 3 | 6 | Medium | Collect food hygiene certificates/registration numbers from all food and drink exhibitors before the event; spot-check allergen information is displayed on the day. | Event Manager | •Checks are the responsibility of the Event Manager. Report any concerns to them. | ||||||||||||||||
36 | 13 | Portable generators used by food stands | Food stall staff, marshalls, visitors near stalls | Any food stand using a portable generator required to site it in the open air (never inside a building) away from the stall's cooking area and away from public walkways, on a stable, well-ventilated surface; cabling from the generator to the stall covered or routed away from foot traffic; a fire extinguisher (appropriate class for electrical/fat fires) must be visibly located at every stall running a generator or cooking equipment, and its location checked by a marshall before trading starts. | 2 | 4 | 8 | Medium | Confirm with each food exhibitor in advance whether they are bringing a generator; check at stall set-up that the generator is positioned safely, fuel is stored away from heat sources, and a suitable fire extinguisher is present and visible at the stall. | Event Manager | •Checks are the responsibility of the Event Manager. Report any concerns to them. | ||||||||||||||||
37 | 14 | Manual handling during setup and breakdown | Staff, marshalls, exhibitors | Heavier items (tables, gazebo frames, signage) moved by two or more people; trolleys/sack trucks available for repeated loads; marshalls briefed on safe lifting technique. | 3 | 2 | 6 | Medium | Ensure enough marshalls are scheduled for the setup and breakdown periods specifically, not just the event itself, so lifting is not rushed or done alone. | Event Manager | • Manual handling - if it's beyond what you feel capable of don't do it! If you do lift something, bend your knees and keep your back straight as you lift by straigtening your legs. Never lift heavy items alone — get help. • Use trolleys/sack trucks for repeated loads. | ||||||||||||||||
38 | 15 | Exhibitor displays, tools, and live animals | Visitors, especially children | No live animals or birds of prey (e.g. falconry or wildlife handling displays) are permitted on site, as a condition of exhibitor booking; any exhibitor bringing tools or sharp equipment is required to submit their own risk assessment in advance and to supervise their stand at all times. | 1 | 3 | 3 | Low | State the no-live-animals policy clearly in exhibitor booking terms and joining instructions; check at stand set-up that no exhibitor has brought animals; request and review risk assessments from any exhibitor bringing tools or specialist equipment; confirm public liability insurance is held. | Event Manager | • No live animals (except support dogs) or birds of prey allowed on site- please • Report to Event Manager if exhibitor tools are not supervised. | ||||||||||||||||
39 | 16 | Public liability — exhibitor insurance and equipment | Visitors, exhibitors | All exhibitors required to hold valid public liability insurance and to provide a copy or confirmation as a condition of taking part; organisers hold event public liability cover. | 2 | 3 | 6 | Medium | Build insurance confirmation into the exhibitor booking process and track which exhibitors have provided it before the event. | Event Manager | •Checks are the responsibility of the Event Manager. Report any concerns to them. | ||||||||||||||||
40 | 17 | Lone working during early setup or late breakdown | Staff, marshalls | Setup and breakdown scheduled to have at least two people on site at all times; a check-in point/contact for anyone working outside core event hours. | 2 | 2 | 4 | Low | Share a setup/breakdown rota showing who is on site and when, with a named contact for anyone arriving early or leaving late. | Event Manager | • Never work setup/breakdown alone — check the rota. • Use the named contact if arriving early or leaving late. | ||||||||||||||||
41 | 18 | Emergency procedures and communication | All attendees | Key contacts (event manager, first aider, school site manager, venue emergency procedure) held by all marshalls; a means of rapid communication across the site (radios or phones) in place. | 2 | 4 | 8 | Medium | Produce a one-page emergency contacts and procedures sheet for all marshalls and marshalls to carry on the day; test radios/communication before doors open. USE VOL'S WHATSAPP GROUP FOR LOW KEY QUESTIONS ON THE DAY SO THESE DO NOT DROWN OUT EMERGENCY COMMS | Event Manager | • Know the key contacts (Event Manager, first aider, site manager). • WhatsApp group is for low-key questions only. • Anything urgent — radio/phone/contact the Event Manager directly. | ||||||||||||||||
42 | 19 | Waste, litter and site cleanliness | Visitors, staff, wildlife | Bins provided at regular intervals across the site, including recycling where possible, in keeping with the event's environmental focus; exhibitors asked to take away their own stall waste. | 2 | 1 | 2 | Low | Arrange for bins to be emptied during the day if needed, and confirm the school's waste collection arrangements for after the event. | Event Manager | • Flag bins that need emptying during the day. • Remind exhibitors to take away their own stall waste. | ||||||||||||||||
43 | 20 | Accessibility for disabled visitors | Visitors with mobility, visual or hearing impairments | Main routes kept step-free and wide enough for wheelchairs and pushchairs; accessible parking/drop-off point identified near the entrance; accessible toilet facilities confirmed with the school. | 2 | 2 | 4 | Low | Publish accessibility information (parking, step-free routes, toilets) in pre-event publicity so visitors can plan ahead. | Event Manager | • Know the step-free routes and accessible parking/toilets. • Help direct visitors with access needs as required. | ||||||||||||||||
44 | 21 | Unauthorised access outside event hours | Staff, marshalls, site security | Site secured overnight if equipment is left in place before/after the event, in line with the school's normal security arrangements. | 2 | 2 | 4 | Low | Agree with the school what, if anything, can be left on site overnight and how it will be secured. | Event Manager | •Checks are the responsibility of the Event Manager. Report any concerns to them. | ||||||||||||||||
45 | 22 | Event personnel | All attendees (depends on effective event management) | Organisers have experience of similar events. Clear responsibilties for marshals who get written info in advance about their role plus access to the full risk assessment. Marshalls have regular breaks and access to an area just for them, which will have free refreshments. | 2 | 3 | 6 | Medium | Event manager to check in regularly with marshalls through the day to ensure they are in place and have no issues. | Event Manager | • You'll get written info on your role in advance. • Please do take your scheduled breaks — free refreshments in the marshals' rest area. • Expect regular check-ins from the Event Manager. If you have any concerns for yourself or other marshals please contact Event Manager | ||||||||||||||||
46 | 23 | Event cancellation (in advance or during the event) | All attendees, stallholders, speakers | If cancelled in advance: all stallholders are registered with contact details on file and are sent a pre-worded, pre-formatted email with as much notice as possible; pre-prepared cancellation wording exists for social media, and on-the-day signs announce the cancellation at/near the venue, with advance signage removed where practical. If cancelled during the event: marshals turn arriving members of the public away. | 2 | 4 | 8 | Medium | Keep the pre-worded stallholder email and social media/on-site cancellation notices ready to issue at short notice. | Event Manager | • If GreenFest cancelled during the day itself, help turn arrivals away calmly. • Follow the Event Manager's instructions for an orderly exit. | ||||||||||||||||
47 | 24 | Weather | All attendees | Weather is monitored as part of event planning and cancellation of the event may be considered. A wet weather plan is agreed in advance regarding what to do about activities taking place outdoors. | 3 | 3 | 9 | Medium | Create wet weather plan. | Event Manager | • Weather is monitored throughout planning and on the day by Event Manager but if you have concerns please flag these up. • Follow the wet weather plan if it's activated. | ||||||||||||||||
48 | 25 | Emergencies — disturbances | All attendees | Minor disturbances - if they it is safe to do so and if they are content to, marshal intervenes directly and warns the group/individuals that their behaviour is inappropriate for the event. Marshall can summon help from others and from Event Manager if needed or wanted. | 2 | 3 | 6 | Medium | Be clear in marshalls summary sheet that help can be summoned. | Event Manager | • If it feels OK to you and is safe to do so, ask the person/group to stop. • Not safe, or not working? Summon help from another marshal or the Event Manager — don't handle it alone. | ||||||||||||||||
49 | 26 | Parking & Cars | Visitors, stallholders, marshals, drivers | Stallholders and marshals are asked to park offsite (but CAN use the Sixth form "Wormstall" car park opposite the exit to the main car park on Fifth Rd) during the event's public opening hours and are allowed back onto site to load up once closed to the public. Travel Plan for visitors is in place to minimise vehicles parking at the school. (Drop-off point on Fifth Road and parking suggested in one of the town car parks, supported by a handout for drivers, since on-site space is limited). Any parking accident, or a vehicle needing recovery, is reported to Event Control, which coordinates an appropriate response based on severity. | 2 | 3 | 6 | Medium | Marshals advised in advance. | Event Manager | • Marshals and stallholders must please park off-site during opening hours (but CAN use the Sixth form "Wormstall" car park opposite the exit to the main car park on Fifth Rd) • Direct visitors to the drop-off point and town car parks, per the TRAVEL PLAN doc (hard copies at HQ) • Report any parking accident or recovery needed to Event Control. | ||||||||||||||||
50 | 27 | Permissions/alcohol licences | Event/organisers reputational damage, compliance with legal requirements etc | Temporary Event Notices (TENs) in place for the Food and Farming and Commercial Food areas as they are the ones serving/selling alcohol. Police and Environmental Health sent these as is required. TENs will be displayed on the day as required by West Berks Council. | 1 | 1 | 1 | Low | Pin up TENs at HQ | Event Manager | • TENs (alcohol permits) are displayed at the HQ — no action needed unless asked. • Direct any licensing/enforcement query to the Event Manager. | ||||||||||||||||
51 | 28 | Suspicious packages | All attendees | Event managers and marshalls all asked to report any suspicious unattended packages. Event manager will set off fire alarm evacuation if needs be. | 1 | 5 | 5 | Low | Marshals advised in advance. Event manager will do a check on the Friday evening after set-up and again on the Monday morning before the doors open to the public. | Event Manager | • If you see any unattended packages, bags, boxes etc ask people in the area if it belongs to them. If owner can't be found then summon Event Manager. • Do not take any risks yourself and if you have urgent concerns activate fire alarm so that school is evacuated. | ||||||||||||||||
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53 | Sign-off | ||||||||||||||||||||||||||
54 | Role | Name | Signature | Date | |||||||||||||||||||||||
55 | Event Manager LISA HILL | ||||||||||||||||||||||||||
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57 | This assessment should be reviewed if the venue layout, exhibitor list, weather forecast, or attendance estimate changes materially before the event, and walked through again on the morning of GreenFest itself. | ||||||||||||||||||||||||||
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