Form library · Health and safety
Event risk assessment template
For event organisers and people coordinating site safety. Record event profile, phase hazards and coordination. Try the form below, see every question or download a blank PDF or Word copy.
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Who manages safety at an event?
HSE describes the organiser’s responsibility to coordinate activities and maintain overall event safety. Planning needs to cover the people and work involved, with active monitoring during the event and arrangements for incidents and emergencies.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE managing an event and HSE crowd management.
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Want to see one filled in? See a completed event risk assessment report (PDF), made by SiteSurvey from a fictional site visit.
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Your team completes the event risk assessment on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the event risk assessment template
An event risk assessment covering setup, public opening and breakdown, crowd movement, contractors, weather, emergency arrangements and review. 6 sections and 34 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis supports event planning. It does not grant a licence, determine a safe crowd capacity or replace specialist structural, medical, security or fire planning.
- CheckHSE describes the organiser’s responsibility to coordinate activities and maintain overall event safety. Planning needs to cover the people and work involved, with active monitoring during the event and arrangements for incidents and emergencies.
Event profile
- Event name, venue and organiser*Short answer
- Setup, event and breakdown dates*Short answer
- Expected attendance and capacity assessment referenceShort answer
- Audience needs and accessibility arrangementsNotes
- Site layout and revisionShort answer
Phase hazards
- Event hazardRepeat for each event hazard. Each one asks:
- Phase*Choose one
- Setup
- Open to public
- Breakdown
- Activity or location*Short answer
- Hazard and people affected*Notes
- Controls and responsible role*Notes
- Remaining risk and escalation triggerNotes
Coordination
- Entrances, queues, circulation and exits*Notes
- Weather monitoring and stop or cancellation criteriaNotes
Record who monitors conditions, where the decision criteria come from and how a change is communicated.
- Contractor coordination, deliveries and temporary structuresNotes
- Emergency coordination, communications and medical arrangements*Notes
Readiness and monitoring
- Pre-opening inspection referenceShort answer
- Staff and steward briefing recordNotes
- Monitoring responsibilities and review timesNotes
- Layout and readiness evidencePhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This supports event planning. It does not grant a licence, determine a safe crowd capacity or replace specialist structural, medical, security or fire planning.
What a useful entry looks like
Weather monitoring and stop or cancellation criteria
Record who monitors conditions, where the decision criteria come from and how a change is communicated.
Event control monitors the forecast and site conditions using plan EV-04. The duty manager communicates any change to the recorded activity arrangements.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed event risk assessment report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Event Risk Assessment FAQs
How should I record “Weather monitoring and stop or cancellation criteria”?
Record who monitors conditions, where the decision criteria come from and how a change is communicated.
Does this set audience capacity?
No. Record the capacity assessment reference and relevant restrictions. Capacity needs competent assessment of the actual venue and event.
Are setup and breakdown included?
Yes. Each hazard is linked to a phase so contractor work is not overlooked.
How do weather changes get recorded?
Record monitoring responsibilities and decision criteria, then add the resulting decisions and actions. The form does not supply safe wind speeds.
What are the limits of this template?
This supports event planning. It does not grant a licence, determine a safe crowd capacity or replace specialist structural, medical, security or fire planning.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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Record day-of-event setup readiness, supplier handovers, equipment checks, unresolved issues and the opening decision.
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