Health, Safety and Risk Assessment Policy – In-Person Events

Last Updated:

Organisation: The Medic Life
Contact: admissions@themediclife.com

1. Purpose

The Medic Life (TML) is committed to providing a safe and appropriate environment for attendees, staff, tutors, volunteers, contractors and other individuals involved in its in-person events.

This policy sets out how TML identifies and manages health and safety risks when organising and delivering in-person events, including medical and dental work experience workshops, practical skills sessions and educational events held at TML premises or external venues, including universities.

TML will take reasonable and proportionate steps to prevent accidents, reduce risks and respond appropriately to incidents and emergencies.

2. Scope

This policy applies to all in-person events organised or delivered by TML, regardless of whether they take place at a TML venue, university, school, conference facility or another third-party location.

It applies to:

  • All attendees, including those under the age of 18.

  • TML employees, tutors, volunteers and contractors.

  • External speakers, demonstrators and activity providers where relevant.

  • Practical activities, demonstrations, group sessions and breaks managed as part of an event.

Where an event takes place at a third-party venue, TML will consider the venue's own health and safety arrangements and agree relevant responsibilities with the venue or provider where necessary.

3. Responsibilities

The Medic Life

TML is responsible for taking reasonable steps to plan events safely, identify foreseeable risks within its control and communicate relevant safety arrangements to attendees and staff.

This includes:

  • Considering health and safety during event planning.

  • Ensuring staff and activity leaders understand their responsibilities.

  • Providing relevant safety instructions to attendees.

  • Taking appropriate action when a hazard or unsafe situation is identified.

  • Recording and reviewing incidents, accidents and near misses.

Staff, tutors, volunteers and activity leaders

Individuals involved in delivering an event must:

  • Follow TML and venue safety procedures.

  • Report hazards, accidents, near misses and concerns promptly.

  • Take reasonable steps to prevent unsafe behaviour.

  • Stop an activity if there is an immediate risk of harm.

  • Treat attendees respectfully and follow applicable safeguarding procedures.

Staff should familiarise themselves with relevant safety arrangements before attendees begin activities. Where a venue is managed by a third party, TML will seek the relevant information from the venue or event contact.

Attendees

Attendees must follow safety instructions, use equipment only as directed, behave responsibly and report hazards, injuries or concerns to a member of staff. Attendees must not deliberately misuse equipment or put themselves or others at risk.

4. Practical activities and demonstrations

Some TML events may include practical medical or dental skills activities, such as suturing practice, tooth carving, demonstrations or simulated medical emergencies.

These activities must be planned and delivered in a way that takes account of the equipment, materials, setting and age of attendees.

Where applicable, TML will:

  • Ensure activities are supervised by an appropriately competent person.

  • Provide clear instructions and demonstrations before participants begin.

  • Explain safe handling, use and disposal of equipment and materials.

  • Use suitable equipment and protective equipment where required.

  • Maintain appropriate supervision for the activity and the age of participants.

  • Ensure unsafe equipment is removed from use.

  • Stop or modify an activity if safety concerns arise.

Sharps, cutting tools, clinical materials and other potentially hazardous equipment must be controlled and used only under appropriate supervision. 

Attendees must not perform procedures on other attendees or members of the public unless the activity has been specifically assessed, appropriately authorised and safely organised.

5. First aid, accidents and emergencies

TML will establish appropriate arrangements for first aid and emergency response for each event, taking account of the venue, activities, attendee numbers and foreseeable risks.

In the event of an accident, injury or sudden illness:

  1. Staff should make the situation safe where possible without placing themselves or others at risk.

  2. First aid should be sought from an appropriate person, and emergency services contacted where necessary.

  3. A responsible member of TML staff should be informed as soon as practicable.

  4. The incident should be documented by TML.

Any evacuation must follow the venue's procedures. Staff should direct attendees towards the designated assembly point where safe to do so and follow instructions from the venue's responsible personnel.

6. Fire safety and evacuation

TML will take reasonable steps to ensure that relevant fire safety and evacuation arrangements are understood before an event begins.

If an alarm sounds or an evacuation is instructed, attendees must follow staff and venue instructions, leave by the designated route and avoid re-entering the building until authorised.

TML will cooperate with the venue's fire safety arrangements and will not knowingly obstruct emergency exits or access routes.

7. Attendees under 18

TML recognises that many attendees at its events are under 18 and will take their age into account when planning activities and supervision.

Parents and guardians must provide accurate emergency contact details where requested and inform TML of relevant changes. This policy should be read alongside TML's Safeguarding and Child Protection Policy and Under-18s, Parental Consent and Supervision Policy.

8. Accessibility and individual needs

TML aims to make its events accessible and will consider reasonable adjustments where requested. Attendees or parents and guardians should inform TML of relevant access requirements or other needs that may affect safe participation as early as possible before the event.

TML will consider reasonable and proportionate adjustments in consultation with the attendee, parent or guardian where appropriate, and the venue or activity provider where necessary. If an activity cannot be delivered safely with the available facilities or arrangements, TML will consider suitable alternatives where reasonably practicable.

9. Incident reporting and investigation

All accidents, injuries, hazards, near misses and significant health and safety concerns should be reported to the designated TML event lead as soon as possible.

TML will maintain appropriate records and review significant incidents and near misses to identify whether further control measures, staff briefings, risk assessment updates or changes to future events are necessary.

Incident records will be handled confidentially and retained in accordance with applicable data protection requirements and TML's record retention procedures.

10. Unsafe conditions and stopping activities

Any member of the event team who identifies an immediate risk of harm should take reasonable steps to make the situation safe and alert the event lead.

An activity may be paused, modified or stopped where:

  • Equipment is damaged or unsuitable.

  • Required supervision is unavailable.

  • Safety instructions are not being followed.

  • A hazard arises that was not adequately anticipated.

  • The venue or activity conditions become unsafe.

The activity should not resume until the concern has been addressed and it is appropriate to continue.