Risk Assessment

Understanding Event Risk Assessments

Risk assessments for an event setting differ significantly from those you may have completed for your project research. An event risk assessment is a legal document that outlines all potential hazards within the event space. It establishes a formal duty of care for the safety and well-being of people and entities, including:

Attendees: Anyone visiting or interacting with your display.
Organisations: The reputation and representation of involved entities (e.g., the hosting venue, the university, and your industry project partners).
The Public: People in close proximity to the event area.
Delivery Partners: Anyone involved in planning and executing the event (e.g., event staff, venue staff, fellow students).

Why is this necessary?

An event risk assessment serves as a vital safety net. Beyond protecting the physical well-being of attendees and staff, it provides a crucial legal and financial shield by ensuring regulatory compliance and minimising liability. Ultimately, it transforms unpredictable "what-if" scenarios into a manageable strategy, ensuring the event remains operational and your reputation stays intact if something goes wrong.

How to Complete Your Assessment

Each project team must complete their own assessment. Your document should clearly explain what your project activation will look like on the day.

Visualise Your Space: Provide enough detail so the reader can perfectly picture your display. Detail everything that will be on screen, the number of laptops, table items, and any additional equipment. Don't forget to include how guests will interact with your project.

Based on your project description, your risk controls must cover the following categories:

1. Physical Risks

Manual Handling: How you will transport heavy items to and from the venue.
Environment: Slip, trip, and spill hazards within your space.
Guest Interactions: Potential hazards when guests handle your project components.

2. Informational Risks

Data Collection: Any information gathered from guests during the event.
Misinformation: Preventing the spread of inaccurate data.
Consent: Media, image, and data consent protocols.
Data Security: Preventing the exposure of sensitive or proprietary information.
Anonymity: Ensuring shared information is properly anonymised before being displayed to guests.

3. Reputational Risks

Brand Protection: Safeguarding the reputation of collaborating organisations.
Alignment: Evidence of discussions with partner organisations regarding shared information or display content.

4. Emotional & Health Risks

Sensory & Accessibility: Accommodating sensory sensitivities and physical accessibility requirements.
Health Hazards: Managing allergies and physical reactions (e.g., dizziness, fainting, or prolonged equipment use/radiation exposure).

5. External Risks

Logistics & Staffing: Loss of materials or sudden team member absence.
External Factors: Unforeseen social or political events impacting attendance.

Approval & Submission Process

Supervisor Review: Your project Supervisor must review your assessment to identify any missed risks. Once approved, they must physically sign the document.
Review & Resubmission: The events team will review your submission. If it does not meet the required standard, you will be contacted to update and resubmit it.
Endeavour Team Submission: Submit your signed document to the Endeavour Events Team.

Note: If you fail to submit a sufficient risk assessment prior to the event date, you will not be permitted to display your project at the event.

Things to consider

Food Items

Any food items provided to guests must be individually wrapped with all ingredients clearly labelled on the packaging. You must include a sign next to the food items stating this and for the guests to check ingredients for any allergies.

International Plugs & Adapters

International plugs are prohibited, as they:

Are not covered under or certified by Australian Electrical Standards.
Have historically caused electrical shorts and minor fires at University events. We strongly recommend using Australian native devices.

Students should reach out to their Lab & Tech cluster team for support in organising campus assist and for alternatives to using international power adaptors.

Bump-In and Bump-Out

Detail exactly how you are moving your project into the venue and how you plan to remove it.

Specify where you are sourcing moving equipment (e.g., trolleys) and your exact removal times.
Transport of heavy equipment or materials can be organised through your Lab and Tech Services.
Hard Deadline: All items must be completely removed from the site by 10:00 AM on Thursday. If you cannot meet this deadline, you must notify the event team prior to bumping in. Items cannot be left on-site.

Your Display Space

Clearly outline what will be shown on your screens and provide exact specifications (heights and weights) for all items on your tables, including robots and materials.

Additional Space Requests: If you requested extra space, you must justify why and how it will be used.
Moving Components: If your project involves moving parts, you must outline how you will establish physical barriers to ensure they do not leave your designated space.

Need Support?

If you have questions or need help drafting your assessment, please attend the compulsory Risk Workshop or one of our Risk Drop-In Sessions for hands-on support. Dates can be found in the key dates here.

Remember you can reach out to your Lab and Tech Services manager, their details are below.

FEIT – Chemicals, Materials and Manufacturing Lab Cluster (FEIT-CMMLabCluster@unimelb.edu.au)

FEIT – Structure, Geotechnical and Environmental Lab Cluster (FEIT-SGELabCluster@unimelb.edu.au)

FEIT – Mechatronics, Electronics and Digital Lab Cluster (FEIT-MEDLabCluster@unimelb.edu.au)

FEIT – Fluid Dynamics, Energy and Propulsion Lab Cluster (FEIT-FDEPLabCluster@unimelb.edu.au)

FEIT – Biomedical and Bioengineering Lab Cluster (FEIT-BBLabCluster@unimelb.edu.au)

Alternatively, you can reach out to the event team at endeavour-feit@unimelb.edu.au.