This risk assessment covers Kirkstall Art Trail, taking place at various locations across Kirkstall on Saturday 17 and Sunday 18 July 2027.
Hazards are grouped by type below. Each entry lists the hazard, its possible effects, the initial risk rating, the control measures in place, who is responsible for those measures, and the residual risk rating once controls are applied.
The risk rating matrix below shows how each rating is calculated, by combining the likelihood of harm with its potential consequence.
Fatal injuries or permanent environmental effect (4)
High (4A)
High (4B)
Medium (4C)
Low (4D)
Major injuries or major environmental effect (3)
High (3A)
High (3B)
Medium (3C)
Low (3D)
Minor injuries or minor environmental effect (2)
Medium (2A)
Medium (2B)
Low (2C)
Low (2D)
Negligible injuries or negligible environmental effect (1)
Low (1A)
Low (1B)
Low (1C)
Low (1D)
Scroll sideways to see all likelihood columns
Hazards, controls, and residual risk
Uneven surfaces or obstructions and debris
Risk: 3B, high
Residual: 2C, low
Effect
Injury, for example cuts, bruising, and fractures from slips, trips, or falls.
Control
Keep walkways clear of obstructions.
Secure any floor coverings.
Clean up spillages immediately. If the floor cannot be dried right away, display a wet floor sign until it is dry.
Inform artists and volunteers about local topography.
Provide a brief description of Kirkstall topography on the map.
Provide access guides on the website describing each venue in detail.
Advise visitors and participants of uneven surfaces.
Advise parents and guardians to supervise their children around uneven surfaces.
Display a notice advising visitors to take care on entry.
Responsibility
Oversight – coordinators.
Lead – coordinators and venue hosts.
Support – artists and volunteers.
Take care – participants and visitors.
Furniture and artworks in public spaces
Risk: 3B, high
Residual: 2C, low
Effect
Injury, for example cuts, bruising, and sprains from slips, trips, or falls. Loss of or damage to artworks.
Control
Set up art works safely and securely.
Position furniture to minimise the risk of trips and collisions.
Keep walkways clear of obstructions.
Check that displays are set up safely before opening.
Supervise display spaces during opening hours.
Responsibility
Oversight – coordinators.
Lead – artists and venue hosts.
Support – volunteers.
Take care – participants and visitors.
Electrical equipment
Risk: 3B, high
Residual: 2D, low
Effect
Injury, for example electric shock, burns, slips, trips, and falls caused by trailing cables. Fire caused by faulty electrical equipment or inappropriate use. Fatal injury.
Control
Seek approval before installing or using electrical equipment.
Visually check electrical equipment for any damage to sockets, plugs, or leads.
Position lighting cables to avoid creating a hazard.
Cover or tape down trailing cables.
Keep food, drinks, and other liquids away from electrical items.
Monitor any electrical equipment in use during the event.
Do not use electrical equipment outside in wet conditions.
Follow the venue evacuation procedure if required.
Responsibility
Oversight – coordinators.
Lead – artists and venue hosts.
Support – volunteers.
Take care – participants and visitors.
Fire
Risk: 4C, medium
Residual: 2C, low
Effect
Fire caused by naked flames or flammable materials. Injury and ill health, for example burns and smoke inhalation. Fatal injury.
Control
Do not use candles or other flame-producing equipment.
Do not smoke in or immediately outside the venues.
Do not use flammable liquids such as turpentine or white spirit.
Keep staircases, doorways, and fire escape routes clear at all times.
Follow the venue evacuation procedure if required.
Responsibility
Oversight – coordinators.
Lead – artists and venue hosts.
Support – volunteers.
Take care – participants and visitors.
Lost or missing children or adults at risk
Risk: 3B, high
Residual: 2C, low
Effect
Distress to the missing person and their parent, guardian, or carer. Risk to their safety while unsupervised and unaccounted for.
Control
Advise parents, guardians, and carers that children and adults at risk must remain supervised at all times.
Make sure each venue knows the procedure for responding if a child or adult at risk becomes separated from their parent, guardian, or carer (lost and found child and adult at risk policy).
Ensure each artist and volunteer has a venue point of contact and knows how to reach a coordinator quickly.
Brief volunteers on their local area and the information to be given to parents, guardians, carers, and participants.
Report any safeguarding concern to the safeguarding lead immediately.
Responsibility
Oversight – coordinators.
Lead – coordinators, and venue hosts at Kirkstall Abbey and Hollybush.
Support – artists, volunteers, and venue hosts.
Take care – participants, visitors, and adults at risk with capacity to do so
Workshop supervision
Risk: 3B, high
Residual: 2C, low
Effect
Injury or ill health, for example from inadequate supervision during a practical activity. Reduced ability to respond quickly if an incident occurs.
Control
Keep the group small enough for the artist or volunteer to supervise everyone safely throughout the activity.
Assess the appropriate group size before each session, based on the activity, materials used, and participants’ ages.
Increase the number of artists or volunteers present for larger groups or higher-risk activities.
Pause or limit new participants joining once the safe group size for the session has been reached.
Ask parents or guardians to supervise their children.
Responsibility
Oversight – coordinators.
Lead – artists
Support – volunteers.
Homemade food and drink
Risk: 3B, high
Residual: 2C, low
Effect
Injury or ill health, for example food poisoning, allergic reaction, or choking.
Control
Follow good food hygiene practice when preparing food, covering cleaning, chilling, cooking, and avoiding cross-contamination.
Do not use raw egg in anything that will not be thoroughly cooked, for example icing or mousse.
Keep cheesecakes and any cakes or desserts containing fresh cream refrigerated, and out of the fridge for no longer than 4 hours.
Store and transport cakes and baked goods in a clean, sealable container.
Use tongs or a cake slice when handling food, rather than hands.
Provide a list of allergens or ingredients for each item, for example on a label or a sign.
Do not sell alcohol without an appropriate licence.
Consider the venue’s available space, supply of crockery, and clean-up required before offering refreshments.
Injury, for example trips, falls, or minor crush injuries from restricted movement in a confined space. Risk to safety if fire escape routes become blocked.
Control
Walk through the rooms being opened before the event and think through how many visitors could move around safely, taking into account any furniture that cannot be moved and where the exits are.
Where furniture such as chairs and sofas cannot be moved or removed, take this into account when deciding how many visitors the space can hold.
Monitor the number of visitors inside the venue and manage entry accordingly, for example a one-in-one-out system once the space feels full.
Keep fire escape routes, doorways, and stairs clear at all times, prioritising this over retaining furniture if space is limited.
Ask visitors to wait outside if the venue is at capacity.
Responsibility
Oversight – coordinators.
Lead – venue hosts.
Support – volunteers.
Take care – participants and visitors.
Manual handling
Risk: 3B, high
Residual: 2C, low
Effect
Injury, for example musculoskeletal disorders affecting the back, joints, and limbs.
Control
Avoid manual handling where possible, for example by using venues with step-free access or delivering items directly to the point of use.
Check the weight of the load before lifting. If a load feels heavy, awkward to grip, or cannot be lifted without noticeable strain, treat it as requiring a two-person lift or a handling aid.
Take particular care with individuals who may be at greater risk, for example those who are new to the task, pregnant, under 18, or managing a disability or health condition, and adjust the task or provide extra support accordingly.
Account for venue and site conditions, for example uneven ground, steps, or limited space, when planning a lift or carry.
Reduce carrying distances where possible.
Reduce the load weight or share the load where necessary, using a two-person or team lift for large items such as gazebos, display boards, or tables.
Use load-carrying aids, for example sack trucks or trolleys, where possible.
When pushing or pulling, keep the back upright and use both hands to control the load, and avoid routes with slopes, uneven ground, or narrow spaces where the load cannot be kept under control.
Use safe manual handling techniques when lifting and moving.
Wear gloves where required to protect hands when handling objects.
Responsibility
Oversight – coordinators.
Lead – coordinators, artists, and volunteers.
Support – volunteers and venue hosts.
Erecting, using, and dismantling of the fashion show set
Risk: 3B, high
Residual: 2C, low
Effect
Injury, for example cuts, bruises, and musculoskeletal disorders (pain to back, joints, and limbs).
Control
Store theatre flats securely and inspect them for damage before use.
Move theatre flats using safe manual handling techniques and with sufficient people.
Wear gloves to avoid cuts and splinters.
Assemble and dismantle the flats in a controlled manner, following the agreed method.
Responsibility
Oversight – coordinators.
Lead – artists and volunteers.
Erecting, using, and dismantling gazebos
Risk: 3B, high
Residual: 1C, low
Effect
Injury, for example cuts, bruises, and musculoskeletal disorders (pain to back, joints, and limbs). Fire risk due to flammable materials.
Control
Ensure at least two competent people erect and dismantle the gazebo.
Use safe manual handling techniques when lifting and moving.
Only erect the gazebo on a suitable level surface.
Only erect the gazebo in suitable weather conditions.
Secure the gazebo using correctly fitting, purpose-designed weights.
Do not use the gazebo in high winds.
At Kirkstall Abbey, liaise with site staff and monitor wind speed before erecting the gazebo
Only use gazebos made from flame-resistant material.
Do not allow naked flames or smoking inside or near the gazebo.
Keep the front of the gazebo fully open to maintain a clear exit.
Supervise the gazebo at all times during the art trail.
Responsibility
Oversight – coordinators.
Lead – artists and volunteers.
Erecting and dismantling the KAT letters
Risk: 3B, high
Residual: 2C, low
Effect
Injury, for example cuts, bruises, and musculoskeletal disorders (pain to back, joints, and limbs).
Control
Store materials close to the site to reduce carrying distances.
Use safe manual handling techniques when lifting and moving.
Wear appropriate PPE, including eye protection and gloves.
Maintain a safe working distance from others.
Inspect the mallet for cracks or loose heads before use.
Strike squarely with controlled blows to prevent hand injury.
Check ratchet operation and lubricate as required.
Do not overexert when operating the ratchet.
Responsibility
Oversight – coordinators.
Lead – volunteers.
Working at height
Risk: 4B, high
Residual: 2C, low
Effect
Injury, for example musculoskeletal disorders (pain to back, joints, and limbs), cuts, bruising, and sprains from slips, trips, or falls. Fatal injury. Damage to the building.
Control
Only allow competent people to use ladders.
Work in pairs.
Inspect the ladder for visible defects before use.
Use safe manual handling techniques when lifting and positioning ladders.
Ensure the ladder is secure and stable before use.
Cordon off the area to prevent accidental contact with the ladder.
Only use the ladder for short-duration work.
At Kirkstall Abbey, keep ladders clear of the building fabric.
Responsibility
Oversight – coordinators.
Lead – volunteers.
Cutting tools, for example scissors or craft knives
Risk: 3A, high
Residual: 2C, low
Effect
Injury, for example cuts, incisions, punctures, and lacerations.
Control
Use round-headed scissors where possible.
Instruct participants in the safe use of cutting tools.
Demonstrate safe use to prevent injury.
Store cutting tools safely when not in use.
Count cutting tools at the start and end of the session.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Craft materials with sharp edges, for example paper, card, or wire
Risk: 2A, medium
Residual: 2C, low
Effect
Injury, for example cuts, incisions, punctures, and lacerations.
Control
Instruct participants in the safe use of materials.
Demonstrate safe use to prevent injury.
Provide appropriate PPE where applicable, for example gloves.
Store materials safely when not in use.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Adhesives, paint, and ink
Risk: 2B, medium
Residual: 2C, low
Effect
Injury and ill health, for example eye irritation, allergic reactions, and slips caused by spillages. Damage to clothes and furniture.
Control
Only use safe and non-toxic paint and ink.
Only use water-based non-toxic glue, for example PVA.
Read and follow the manufacturer’s safety instructions.
Provide protective clothing.
Provide table coverings.
Ask participants, parents, or guardians about any allergies or possible reactions to the substances used.
Instruct participants in the safe use of the materials.
Clean up spillages immediately and dry the floor.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Pens, pencils, brushes, and other mark-making materials
Risk: 2B, medium
Residual: 2C, low
Effect
Injury and ill health, for example ingestion, choking, punctures, skin irritation, and eye abrasions.
Control
Only use safe and non-toxic materials.
Instruct participants in the safe use of materials.
Demonstrate safe use to prevent injury.
Store materials safely when not in use.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Sequin, beads, and other small embellishments
Risk: 2B, medium
Residual: 2D, low
Effect
Injury and ill health, for example choking, ingestion of foreign bodies, and abdominal pain.
Control
Inform participants of the risk before the activity or demonstration begins.
Give out embellishments in small amounts, rather than leaving the full supply accessible to participants.
Store spare embellishments securely when not in use.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Stone carving – moving materials
Risk: 3B, high
Residual: 2D, low
Effect
Injury, for example cuts, splinters, eye injury, and strains.
Control
Wear appropriate PPE, including eye protection and gloves.
Use safe manual handling techniques when lifting and moving.
Instruct visitors not to move large or heavy items.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Stone carving – falling or flying materials
Risk: 3B, high
Residual: 2C, low
Effect
Injury and ill health, for example bruises, abrasions, concussions, dust inhalation, and choking. Damage to property.
Control
Wear appropriate PPE, including eye protection and face masks where there is a risk of dust inhalation.
Keep the floor clear of hazards.
Keep visitors and participants at a safe distance during set-up and demonstrations.
Position the activity or demonstration to minimise risk.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Loss or damage to belongings
Risk: 2B, medium
Residual: 2C, low
Effect
Distress and financial loss from lost, stolen, or damaged belongings. Disruption to an artist’s or participant’s ability to continue their visit or activity.
Control
Advise visitors to take care of their belongings.
Keep personal belongings stored safely and clear of walkways.
Remove valuables to a secure place where possible.
Supervise areas and do not leave them unattended where practicable.
Responsibility
Oversight – coordinators.
Support – artists, volunteers, and venue hosts.
Take care – participants and visitors.
Rubbish, recycling, and disposal of waste
Risk: 3B, high
Residual: 1C, low
Effect
Environmental harm, for example risk to wildlife, pests, and long-term damage. Fire risk due to combustible waste.
Control
Keep the area clean and free from waste.
Advise visitors to take rubbish home with them.
Do not overfill public bins or leave waste beside them.
Remove waste regularly during the event and after the event.
Separate waste for recycling where possible.
Dispose of waste in the correct bins or remove it from site.
Responsibility
Oversight – coordinators.
Lead – artists and venue hosts.
Support – volunteers.
Take care – participants and visitors.
Live music
Risk: 2A, high
Residual: 1C, low
Effect
Injury, for example cuts, bruising, and sprains from slips, trips, or falls. Noise disturbance, for example complaints from neighbouring properties.
Control
Coordinate performance locations and timings in advance.
Position equipment to keep public access routes clear at all times.
Keep noise at a level that is reasonable for neighbouring properties.
Responsibility
Oversight – coordinators.
Lead – artists.
Support – volunteers.
Take care – participants and visitors.
Vehicle movement (Kirkstall Abbey specific)
Risk: 4B, high
Residual: 2C, low
Effect
Injury, for example cuts, sprains, fractures, bruises, or concussions. Fatal injury.
Control
Use designated marshals wearing hi-vis vests to manage traffic.
Keep vehicle speed to no more than 5mph at all times.
Follow Kirkstall Abbey’s risk assessment.
Responsibility
Oversight – coordinators and venue hosts at Kirkstall Abbey.
Lead – coordinators and venue hosts at Kirkstall Abbey.
Support – artists and volunteers.
Take care – participants and visitors.
Extreme heat
Risk: 4B, high
Residual: 2C, low
Effect
Ill health, for example heat exhaustion, heatstroke, dehydration, and sunburn.
Control
Provide free access to drinking water for artists, volunteers, and visitors.
Remind artists and volunteers to keep hydrated.
Remind artists and volunteers to apply sunscreen liberally and reapply frequently.
Remind artists and volunteers to wear clothing and sunglasses that provide sun protection.
Provide shaded areas where artists and volunteers can take breaks during the hottest part of the day.
Check regularly on artists and volunteers working alone or for extended periods, particularly anyone with a health condition affected by heat.
Advise venue hosts to close windows and curtains facing the sun to help keep indoor venues cool.
Review generally takes place every 12 months, or following any significant change or incident.
Roles and responsibilities
Coordinators – overall responsibility for event safety, planning, communication, and oversight of control measures.
Venue hosts – responsibility for venue-specific safety, access arrangements, and local emergency procedures.
Artists – responsibility for managing risks linked to their exhibits, materials, demonstrations, and activities.
Volunteers – responsibility for supporting the implementation of control measures and reporting concerns to coordinators.
Participants and visitors – responsibility for following instructions, supervising children where required, and taking reasonable care for their own safety and that of others.
The steps for carrying out a risk assessment
1. Identify hazards
Start by identifying anything that could cause harm, however minor it may seem. This could include scissors, unstable furniture, electrical cords, or personal items left in busy walkways.
2. Determine the effect of the hazard
Analyse what could happen if the hazard occurs. Poorly placed artworks or furniture, for example, may lead to trips, falls, or other injuries.
3. Assess the risks
Once the hazards and their possible effects have been identified, assess how likely it is that harm could occur and how serious that harm might be. This is done using the risk rating matrix, which combines the potential consequence of a hazard with the likelihood of it happening. For example, uneven surfaces are rated 3B, a possible likelihood combined with a major injury consequence, giving a high rating.
4. Control the risks
After assessing the risks, identify the measures already in place and consider any further action needed to reduce the risk as far as is reasonably practicable. In other words, take all sensible steps to protect people from harm. When using scissors, this could include demonstrating safe handling techniques, briefing participants on safety, and counting tools before and after the session.
5. Assign responsibilities
Each risk should have a clearly identified person, or group of people, responsible for making sure the control measures are put in place and followed. Although responsibility is often shared, activity leaders will usually have the greatest control over the risks involved.
6. Review the residual risk rating
Finally, once the control measures are in place, review the risk again and record the residual risk rating. This revised rating should show that the level of risk has been reduced from the original assessment.
Review and update the assessment as needed.
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