In the event industry, no two days are the same – and therefore no two set-ups are the same. The locations are changeable, the team is often project-related, and the stage, technology and logistics vary constantly. This is precisely where the risk assessment comes in: it is required by law and serves as a methodical basis for identifying and evaluating hazards at an early stage and taking specific protective measures to counteract them.
Changing venues – changing risks
Whether open-air, concert hall or town hall – every venue brings with it new technical, structural and organizational hazards. The assembly and dismantling of stages, LEDs, trusses, power systems, pyrotechnics or effects creates situations that differ fundamentally from venue to venue. Such changing workplaces must be explicitly recorded in the risk assessment; this is the only way to systematically check all workplaces, activities and work equipment involved.
If new hazards arise – such as unfamiliar terrain, low floor loads or new technical systems – the risk assessment must be adapted immediately.
With CrewBrain, you can create risk assessments for any location – and thanks to the central database, you can always keep the risks up to date, even if changes are made. The individual assessments can be quickly and easily transferred to specific assessments for specific events.Risk assessments per venue
Dynamics of the superstructures – continuous checks necessary
The complexity of modern events is constantly increasing: LED walls, complex set constructions and pyro effects open up additional potential hazards. Approvals and safety checks – for example by stage and studio specialists – must therefore be carried out before every rehearsal and show. This is the only way to ensure that the technology, stage and decorations are fully functional and safe to use.
Frequent staff changes
Event teams work with changing personnel, often on an hourly or project basis (e.g. temporary workers, freelancers or volunteers). All persons involved – regardless of status, employment relationship and previous experience – must be informed and instructed about the specific risks.
Instruction (safety training) is mandatory: from the first use (“initial instruction”), in the event of changes to the structure or new tasks; it must be repeated and documented at least once a year.
Every safety briefing is recorded digitally in CrewBrain. You can record the participants’ signatures digitally and thus have proof of the instruction given at all times.Digital safety instructions
Systematic and documented: Why the procedure counts
The risk assessment is not a loose idea – it follows a clear process, for example in seven steps: from stocktaking and risk assessment to documentation, definition of measures and effectiveness monitoring.
In addition, initial and follow-up assessments must be documented and all protective measures must be recorded in a traceable manner – with dates, responsible persons and deadlines. This creates transparency and legal certainty.
CrewBrain uses a digital approval and checking process to ensure that all risk assessments are checked and, if necessary, approved by a responsible person. Regular (e.g. annual) checks with a reminder function are also possible.Approval and review process
Advantages: security, legal protection, image enhancement
A carefully conducted risk assessment protects employees and reduces the risk of accidents and downtime. It also offers employers legal protection – for example in the event of inspections or accidents – and improves overall safety in the company.
Conclusion
In the event industry, risk assessment is far more than just an obligation. It is the central tool for dealing safely and professionally with the dynamic diversity of changing locations, complex setups and differently instructed teams. Safety can only be planned through regular reviews, adjustments and training – for the crew, the staff and everyone involved.
Would you like to digitize your risk assessment with CrewBrain?
It’s quite simple:
- Sign up for the free test phase on our website.
- Get instant access to CrewBrain and set up accesses for your team.
- Use the 45 days to try out all the functions and optimize your processes.
Offer valid until revoked. Not valid for existing accounts. Please make sure that you only register your demo version via this link. If the longer trial period is not automatically assigned to your account within 3 days, simply contact us by e-mail or telephone.
