How to safeguard your event with an exhibition risk assessment checklist

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Events, whether large or small, are a great foundation for face-to-face new business interactions with potential clients!

If you’re thinking of choosing a space-only exhibition stand over a shell-scheme stand this year, you will have another thing to consider alongside organising your carpet, electrics, and walling – your risk assessment. This may seem like a daunting task, but don’t worry, Clip is here to support you!

By proactively addressing possible challenges during your event planning before you set foot in the exhibition hall, you can safeguard your company’s event success and brand reputation, and ensure your exhibition stand staff are fully trained, safe, and successful every time.

So, how can you safeguard your event?

By speaking to our experts at any time of course! Or continue reading this blog, where we’ve put together the five key areas you should be covering in your event risk assessment checklist. We’re here to help you navigate any potential hazards for a successful exhibition.

First things first, why should you do an event risk assessment?

Why should you do an event risk assessment for your exhibition?

Why should you do an event risk assessment1

Regardless of whether your event venue has conducted a whole event risk assessment, it is a great idea to undergo one for your space-only exhibition stand and staff.

Having event risk management in place is much like being a swan – stick with us on this!

To reach your event goals and look as graceful as possible on the day, you need to put in the paddle work beforehand with some key preparations, such as a risk assessment, method statements, and electrical plan.

By understanding your risks, your event will be guarded against any unforeseen issues, and you’ll effortlessly paddle your company toward success!

There’s nothing better than looking like you’ve glided into an exhibition hall, rather than in a fluster with a host of potential risks in tow.

To be successful with your event project management, and reduce any risks, the key is to create an effective risk assessment checklist that covers all aspects of your event.

Your event risk assessment checklist

Your event risk assessment checklist1

Before you dive right into your event risk assessment, really think about what potential risks come as part of exhibiting at an event.

This five-point checklist covers every aspect of thought and process you should follow, to ensure that you understand what hazards there might be, who could be at risk, and how you can minimise any issues and injuries.

1. Identify your exhibition stand and event hazards.

1 identify your exhibition stand and event hazards1

The first step in assessing your level of risk at an event is to think critically about every activity pre, during, and post-event, and what hazards on your exhibition stand you could reasonably expect to occur.

Only look for hazards that you could reasonably expect to happen at your event – these may include, but are not limited to:

  • Slipping/tripping hazards
  • Electricity
  • Fire
  • Manual handling
  • Working at height
  • Inclement weather conditions (especially if you are exhibiting outside)

2. Who is at risk on your exhibition stand?

2 who is at risk on your exhibition stand1

Next on your event risk assessment checklist is to assess who could be at risk. Think about everyone working and attending the event, as well as those working on your exhibition stand pre- and post-event.

There is no need to list all individuals at risk by name, just note the groups of people who may be affected by an incident. These groups will include your stand staff, members of the public, exhibition stewards, and your exhibition stand builders.

3. Assess the level of event risk.

3 access the level of event risk1

Once you have identified the hazards for your event risk assessment, consider how likely each one could cause harm, and whether you need to, and can take measures to reduce the risk.

For each significant risk, rate them by high, medium, or low risk. With each hazard that you can take precautions for, ensure that you:

  • Represent a good and thorough practice.
  • Provide adequate information, and if necessary, training for your staff.
  • Comply with industry and legal standards.

4. Record your exhibition risk assessment findings.

4 record your findings1 1

Now that you’ve identified the hazards, who’s potentially at risk, and the level of risk, it’s time to put all your findings into your event risk assessment document!

In your event risk assessment, highlight each significant factor and explain how you have identified and checked the risk, and note any precautions that you have put into place to minimise the risk.

Ensure that you share all your findings with your colleagues and any other potentially affected parties so that they are aware of all potential risks at the event and on your exhibition stand, and can act accordingly.

Also, make sure that you keep a written record of your assessment for future reference, and a copy to keep with you at the event to refer to if necessary.

5. Review your final assessment.

5 review your final assessment1

From your exhibition stand plan to event logistics, anything can change throughout the event planning process. As your plans evolve, ensure that your event risk assessment stays up-to-date and be amended where necessary.

With every event risk assessment, there will always be things you hadn’t thought about, so continue to review your assessment, and only finalise it a few days before the event takes place.

Once you’ve completed your final review, you’re ready to go and enjoy a successful exhibition, without the trip hazards!

Take the stress away with clip1

We understand that managing an exhibition stand can be stressful, so Clip is here to take all the event stress away from you!

If you’re looking for a safe pair of hands to project manage your event, including your exhibition’s risk assessment, discover our project management services today.

For more advice on your next event and desired exhibition stand and setup, get in touch with the Clip team – we’re happy to help!