District Protection

This committee provides Clubs with support on Health, Safety and the Protection of Vulnerable people.

The Sub-section has more information.

GUIDELINES FOR RISK ASSESSMENT, PROTECTION, EVENT PLANNING AND SAFETY (GRAPES) is a document produced by District 1145 Health & Safety subcommittee. It can be downloaded as a MS Word document or as a pdf file.




Click on "All documents" and select the menu item to down load the Health and Safety Risk Assessment Document.

There follows a number of bullet points for consideration when organising any event. There are any number of leaflets on a multitude of subjects surrounding health and safety. A phone call to your local office should direct you to any particular issue. The points given below are the result of our Health and Safety seminar and are provided by the presenters at the seminar to whom we owe our considerable thanks.


  • Prepare a club policy statement
  • Prepare a detailed Risk Analysis form for each event
  • Wear I.D. badges (preferably with a photograph)
  • Write down and cover all action points and responsibilities
  • Clearly identify each member's responsibility at each event
  • Where non Rotarians are used be sure they can be identified clearly
  • The use of Rotary tabards bearing the club name is strongly recommended
  • Note any incident affecting the general public or members and write a report within 24hrs.
  • Keep any records for 6 years

PREPARING AN EVENT (Bear in mind the above)

  • Think of the obvious
  • Write everything down, however small
  • Think laterally
  • Assume everything is an obstacle
  • Make people aware of the obvious
  • Always use bright or luminous colours to highlight a hazard
  • Always have warning signs above head height - people notice
  • Think of everything, write it down then ask someone else to do the same, comparing the results
  • Think particularly about the safety of others
  • If in doubt ask for help

FOOD PREPARATION (Bear in mind the above)

 Ensure the following:

  • Clean sanitised working area is provided
  • No smoking within area used
  • A member of your team has knowledge of Basic Food Handling
  • All food is correctly stored
  • Food is cooked correctly
  • Food is chilled and stored correctly
  • You seek advice when unsure about events or procedures
  • Records (via receipts) are kept of purchases
  • Cash handlers do not handle food directly
  • Temperature of food is checked with a probe (easily acquired from professional shops and not expensive)

GENERAL ADVICE (Bear in mind the above)

  • Thoroughly investigate every angle of event
  • Do not be afraid to seek help from experts or those with more knowledge than yourself
  • Check and double check
  • Use common sense
  • Never make the mistake of thinking that you do not need as much help as you can get
  • Ensure that all Rotarians or helpers know the overall picture and fully understand their role
  • Ensure all legal requirements and insurance needs are met
  • Do not let the mass of obstacles put you off - most are easily overcome

ORGANISING A LARGE EVENT (Bear in mind the above)

  • Submit a written Risk Assessment and H&S Strategy. This will need to be presented to the police, fire brigade, security staff and local Council
  • Look at your venue and decide on risk areas that need to be made safe
  • Look at fencing and allow for flow of emergency vehicles
  • Decide site for stage, marquees, HQ and other permanent fixtures
  • Arrange for a professional security company to work with you. Use volunteer Marshals and make sure they are fully briefed
  • Decide numbers of toilets required, (depends on number of people and length of event)
  • Arrange routes for cars to arrive, parking and how to get public from car to arena and back safely
  • Organise/decide on entrance gates and have these manned by volunteers and professional security staff
  • Prepare for care of workers on the site from the moment they arrive until they eventually leave
  • Care of the public. Arrange evacuation procedure in case of emergency
  • Ensure site is safe overnight until you can clear up the next day


  • Insurance and the Rotary Club
  • Code of Good Practice. (Guidance for Rotarians involved in Projects with Children, Elderly or Disabled Persons

Both of the above publications are obtainable from Rotary GB&I.

  • Guide Risk Assessment form by Sutton Winson (Rotary Insurers)

District Protection pages:

Related documents

Listed below as pdf files:-


Related Pages: