What is an On-the-Job Risk Assessment and How Do You Prepare One?

In the UK, it is becoming standard practice for a venue to ask event vendors to provide risk assessments along with their Business Liability Insurance documentation prior to working in a venue. Without either of these, some will not permit you to work!

 

What is an On-the-Job Risk Assessment?

A risk assessment is simply a thorough examination of factors in your work that could potentially cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. Workers and others have a right to be protected from harm caused by a failure to take reasonable control measures.

In today's world of stricter health and safety laws, there are often requirements for us as event decorators to produce these documents. Preparing a Risk Assessment can sound daunting, especially if this is something that you have never done before, but once you have prepared one you will find subsequent risk assessments much easier.

Accidents will sometimes happen, but by being aware of the obvious dangers and acting to reduce risks, you are creating a safer working environment for yourself and everyone around you.

Clients and insurance companies like to know you are creating as safe an environment as possible for everyone involved. 

The Risk Assessment

A risk assessment highlights: 

• Potential hazards - who might be harmed and how
• Risk controls that are in place 
• Risk rating - low, moderate, high, or extreme
• Actions – what further actions can be taken to control the risk further

Generally, the Balloon and Party Industry is a low to medium risk industry. However, we do handle gas cylinders under pressure, and therefore we need to ensure that we follow the correct procedures.

For those who work with special effects, these offer different and potentially greater liabilities, so ensure that your insurance policy covers everything that you offer.

Here is an example of a Risk Assessment that I completed for a balloon installation some years ago. You would need to complete all the details such as your company name, the name of the event, the date and the location.

There are many potential risks on any balloon job; here are a few more that you may want to think about and include in your risk assessment if they apply to you. When preparing a risk assessment, think about all the decor, and props that you are installing and all the different processes and equipment that you will be using.

Another item that could be listed under falls would be ladders if you are using them.

These would be listed as the potential hazard, then you would specify who is potentially at risk. A risk control might be the type of ladders. Further action would be to ensure that the ladders are:   

• Set up correctly  
• Checked before and after a job
• Used with care and common sense 

Something that you may not consider being a risk is balloon shining products! The potential hazards are: Slippery floors which can cause potential falls leading to strains and broken bones. Those at risk are event staff and the public when used in public spaces. 

Further action to control risks are:

• Ensure that when balloon shining solutions are used that all surfaces are protected and covered.
• Restrict access to areas during spraying process
• Should floors or surfaces become slippery, floors should be cleaned immediately with a soapy solution and allowed to dry before anyone can walk on them.

Also be aware that balloon shining products can damage soft furnishings and wall finishes, should you damage either of these when working on a job you could be liable for cleaning or replacing! 

Not only should we identify all the risks that could occur on a job, we should also make sure that any staff working with you should be aware of the risks, and how to prevent them from happening.

Methods Statement

This works in conjunction with the Risk Assessment and it is a document that details the work that is to be carried out :

• A brief description of work to be undertaken
• Your company details, logo, name, and address, etc 
• Start Date & Completion date, if applicable 
• Site address 
• Site contact number
• A summary of the main potential hazards and the control measures that must be implemented. 
• A list of electrical equipment, gases, and regulators you will be using. If using helium, you can state that helium is an inert gas! 

The information for this can be extracted from your risk assessment document. You can also detail any Environmental or Quality procedures that must be taken during the task.

Environmental: you can state what materials you are using and if they are biodegradable or non-biodegradable. You can state that balloons should not be released into the environment and how they should be disposed of after an event.

Quality: this defines very simply what tasks you are required to perform to complete the job. This could include how materials and equipment will arrive at the venue, and where the construction will take place.

There are a number of free Risk Assessment templates available on the internet, you can use one of these or use one as a sample to help you create your own. The example above was created using CANVA. Once you have made your own template, keep it safe and amend it each time you require it for a job.

As I said at the beginning of this post, if you have never had to provide a risk assessment before it can feel like a daunting task, but to be honest it is extremely logical and it really does help you to think through everything before you start a site-base job! 

Happy Ballooning! 

Sue

www.suebowler.com

Follow me @suebowler

Do we consider the risk factors of running a balloon business?

Running a balloon company or being a balloon artist may not seem risky at first. However, in case things don't go as planned, remember that it's your livelihood or business that will be affected. Rest assured, much of it boils down to common sense. Taking care of health and safety is just one aspect of effectively managing a business.

In the UK, the law applies to all businesses, large or small. If you’re self-employed or an employer then you are responsible for the health and safety of your business. The law is in place to make sure you have a safe working environment and cut down the risk of you, your staff (if you have any) or your customers getting ill or injured. 

You must consider and manage any risks both where you work or that may come in connection with what you do. 

This is a straightforward process known as ‘risk assessment.' It involves thinking about what you do in your business that could harm people – you, your staff (if you have them) or your customers – and what you’re going to do to try to prevent it from happening. 

Let's look at a few examples of potential hazards in the work place or when working onsite;

• Slips, trips and falls - ensuring that we keep floor areas clear. Remember any balloon shining products can make the floor slippery.
• Tools - keep tools tidy and clear tool boxes away so that they don’t become a trip hazard when working onsite.
• Ladders - ensure that ladders are in good condition and that they are fit for purpose. ALWAYS ensure that ladders are positioned in the safest way to complete the task.
• Electricity and cables - ensure that all equipment works properly and that electrical equipment is serviced and tested by someone with the correct skills and qualifications. Ensure that any electrical cables are not a trip hazard.
• Lifting and carrying - ensure that loads are not too big and use a trolly when possible to move loads around more easily.
• Balloons - Child and Pet Precautions: Balloons are not a toy. Uninflated or burst balloons can present a choking hazard and should never be left with children under the age of eight without supervision. Store balloons away from pets to ensure that they cannot get themselves tangled with balloon ribbons or accidentally ingest popped balloons or their decorative contents such as confetti, feathers, or other materials. If a balloon pops, clear away any broken balloons and any decorative contents (if applicable) immediately.
• Balloons and Allergies - most balloons are made of natural rubber latex and may cause allergies. Keep a sharp eye out for symptoms in case of allergies and seek immediate help.
• Helium- Inhaling helium can be dangerous and it is NEVER recommended. It can deprive your body of oxygen and can result in a fatality.

How do you relay important and relevant information to your customers?

Care Cards & Balloon Care Guide

Giving your customers information on preventative and risk reduction measures, along with how to care for their balloons can truly help, especially if something goes wrong! 

I often see posts on Facebook where someone asks for advice on how to deal with a customer who has complained about a bad balloon experience. These situations can often be avoided if we the clients are supplied with a "Care Card" or a "Balloon Fact Sheet" at the time of purchase or when we are installing balloons for a client.

There are many things that we can include on our "Care Cards" or a "Enjoy your Balloons" fact sheet. I would recommend that you choose those that are most relevant to the types of balloons, and or decor that you are supplying.

Here are some more great tips that you can share with your customers and on your website.

1. Balloons and Temperature: Don't leave balloons in a hot car - helium expands in the heat and this could cause your balloons to pop! We recommend that you use air conditioning in your vehicle when transporting balloons on a hot day. If balloons get rained on and start to droop, don't worry – they'll float again when dry. When helium-filled balloons are taken into the cold, they will temporarily deflate and will re-inflate again when warm. 

2. RISK Balloons - Child and Pet Precautions: Balloons are not a toy. Uninflated or burst balloons can present a choking hazard and should never be left with children under the age of eight without supervision. Store balloons away from pets to ensure that they cannot get themselves tangled with balloon ribbons or accidentally ingest popped balloons or their decorative contents such as confetti, feathers, or other materials. If a balloon pops, clear away any broken balloons and decorative contents (if applicable) immediately.

3. Balloons and the Environment: At the end of a balloon's life, cut the end of the balloon with scissors to remove any air or balloon gas, then dispose of it in the bin. NEVER release balloons into the environment. ALL released balloons become litter. They can get caught up in trees or power lines. Remember - Don't Let Go, & Pin It and Bin It 😊

4. RISK Balloons and Allergies: Most balloons are made of natural rubber latex and may cause allergies. Please look out for symptoms in case of allergies and seek immediate help.

5. RISK Inhalation of helium: Inhaling helium can be dangerous and it is not recommended. It can deprive your body of oxygen and can result in a fatality.

6. Balloons and Ceilings: Lights, paint textures, irregular surfaces and even static can all pop balloons. If you are planning on placing your balloons on a ceiling, ensure that you test it first.

7. Latex balloons and Oxidization: Clear balloons become cloudy quickly when exposed to heat and sunshine. Coloured balloons will take on a velvety, matte appearance.

8. Balloons can Pop: While we use the highest quality balloons and take every precaution necessary with your balloons to ensure they last through your event, once the balloons leave our door or we have left the venue, they are out of our control.

You can certainly go into more detail if you plan to publish this information on your website. You could cover more information regarding balloons, different weather conditions, the environment and how to dispose of balloon weights - especially if they are filled with water or sand!

It is becoming standard practice for a venue to ask event vendors to provide risk assessments along with proof of their business liability insurance prior to working in a venue. Without either of these they will not permit you to work.

Writing a risk assessment involves identifying potential hazards, what the risk is and measures that you take to prevent or reduce any potential risk.

Here is an example of a simple Risk Assessment Chart with an example.

This is a Risk Matrix which gives you a guide to RISK Values.

To learn how to write a risk assessment check out my post Risk Assessments & Method Statements - https://theverybestballoonblog.blogspot.com/search?q=risk+assessment

It is very important that we don't bury our heads in the sand when it comes to potential risks and that we learn to manage and control those risks in a professional manner. Many balloon businesses also offer prop hire and accessories that bring their own risks! It is essential that a balloon business carries a comprehensive Public Liability insurance and if a company employs staff they are required to carry Employee Liability insurance too! In the UK, I recommend www.BAPIAonline.com, who are an Independent Trade Organisation for the Balloon & Party industry! 

Happy Ballooning! 

Sue

www.suebowler.com

Follow me @suebowler