Risk assessment for events

Hazards and risk must be considered, assessed and managed for all events run on behalf of the Royal Society of Chemistry. This includes activities organised by our members and staff including Local Sections, Interest Groups, Regions and any other member groups of the Royal Society of Chemistry.

Not only is it a strict legal requirement to effectively manage the risks created by such events, but it is necessary that we demonstrate the highest standards of professionalism at all our events, and in so doing, meet a duty of care towards everyone involved.

On this page

Risk management procedure

Accident/Incident procedure

Safeguarding

Frequently asked questions (FAQs)

Risk management procedure

This section describes the methodology for applying risk management to events organised by Local Sections, Interest Groups, Regions and anyone running an event on behalf of, or funded by, the Royal Society of Chemistry.

The methodology recognises that some events are inherently more hazardous than others, and applies a first-stage assessment on the basis of the type of event. The risk management methodology subsequently applied is based on this first-stage assessment. This type of approach is known as Risk banding.

The methodology identifies three broad types of event, with discernibly different levels of risk, and specifies risk management activities accordingly. The bands and processes for each type of event are summarised below.

We do not seek to deter organisers from undertaking a risk assessment that defines the exact level/extent of risk eg a numerical risk analysis matrix and attaching it to their “red” assessment for their own records. However, such an approach does require a certain level of competency in this specific approach and it would be difficult to achieve consistency across all our events.

Assess your event

Use the table below to assess the Risk banding for your event. Each Risk banding details the requirements for risk management, downloadable guidance and form templates.

Risk banding	Green event	Blue event	Red event
Event description	Outings to public places of interest. Social outings, such as to restaurants. Supervised factory or other workplace visits.	Lectures, open days or science days where demonstrations do not involve hazardous substances or agents. Public or Society meetings (including Annual General Meetings and committee meetings).	Any event involving children under the age of 18 (if you are unsure please contact our Safeguarding Team). Lectures, open days or science days involving: demonstrations where hazardous substances or agents, explosions or defragrations are used. Laboratory based exercises undertaken as part of an organised competition (e.g. Schools’ Olympiad, Top of the Bench or Schools’ Analyst Competition). Any laboratory based training (e.g. for school teachers) if underwritten, sponsored or co-sponsored by the Royal Society of Chemistry.
Risk management requirements	Follow Green guidance. No further formal risk assessment procedures need to be applied. Keep a written record of the 'green' banding decision.	Use Blue event checklist to ensure all risk issues are considered. Follow Green guidance. No detailed formal risk assessment procedures need to be applied. Keep your own copy of form and 'blue' banding decision as record.	Please note, we no longer ask that Red event risk assessments are sent to us. We instead require that you submit a declaration form to us. A specific risk assessment for the most hazardous elements of the event needs to be produced by the organiser, in collaboration with demonstrators/presenters, venue management and other parties. The example Red risk assessment form template can be used to determine appropriate controls. Green guidance and the information in the Blue Event form should also be considered. If you are transporting chemicals, observe the information within Transporting Chemicals for Lecture Demonstrations and Similar Purposes. Declaration form On completion of the Red risk assessment, a declaration form must be completed and sent to networks@rsc.org at least two weeks in advance of the event. This ensures the form is reviewed and any outstanding issues are resolved before the event commences. Records retention We require you to be able to send in a red risk assessment form at any time within the first year after the event. We also require you to keep assessments for a further five years to protect the organisers and the Royal Society of Chemistry in case of future complaints or claims.
Downloads	Green guidance	Green guidance Blue checklist	Red event risk assessment form Red event declaration form (for submission) Transporting chemicals for events guide Example risk assessments Turning copper coins into silver & gold - red risk assessment Sun cream - red risk assessment

Accident/incident procedure

For Health and Safety purposes, an accident or incident is any unplanned event where someone could have suffered an injury or ill health or there could have been damage to or loss of property if the circumstances had been slightly different. We often called this a ‘near miss’, ‘near hit’ or dangerous occurrence.

Our accident/incident procedure below ensures we are able to:

reduce the likelihood of a similar accident happening in the future.
send required information to relevant enforcing authorities, usually the Health & Safety Executive and our insurers.

Complete the Accident/incident form

Should an accident or incident occur at an event, it is important to capture information as soon as possible. We provide an accident/incident form and guidance to enable this information to be gathered.

Accident/incident report form

Accident/incident report form guidance

Send the completed Accident/Incident form & related risk assessment to us

The completed form along with any related risk assessment should be sent to us by email (below) at the very earliest opportunity to enable us to offer help and support without delay and also be pre-warned prior to Health and Safety Executive (HSE) or media involvement.

In addition to completing the form, please contact our risk management team by telephone as soon as possible for guidance and support:

Tel:: +44 (0)1223 432235 or +44 (0)1223 432447

Email:: riskmanagement@rsc.org

Safeguarding children and vulnerable adults

The Royal Society of Chemistry is fully committed to safeguarding children and vulnerable adults from harm.

Policy for safeguarding children and vulnerable adults

Our policy outlines the legislation, principles and values that inform the practice of staff, volunteers and other representatives who work with children or adults at risk in the course of performing duties or services on behalf of the RSC. The welfare of the child is paramount.

This policy is operated in conjunction with the UK safeguarding legislation and guidance including Children Act 1989 and 2004, Working Together to Safeguard Children 2018 and Care Act 2014. The policy should be read in conjunction with the Safeguarding procedures and processes.

Policy documents

RSC Global Safeguarding Policy

RSC UK Child Safeguarding Policy

RSC Child Safeguarding Procedures

RSC UK Adult Safeguarding Policy

RSC Adult Safeguarding Procedures

Safeguarding statement – Ireland

Incident reporting

Safeguarding children incident and concern report form

Safeguarding adults at risk incident and concern report form

Procedure for reporting concerns in Ireland