Events

Conduct a risk assessment for the event and implement appropriate safety measures as necessary. Examples of possible safety measures are provided below, but the list is not exhaustive.

• Venue
  • Plan the layout of the venue with consideration for evacuation routes for participants and guests. Ideally, the room should have more than one evacuation route.
  • Choose a room that is large enough for the expected number of attendees. Event registration is recommended.
  • Depending on the circumstances, it may be advisable to hold the event in a room where guests do not have easy access to the lectern or participants, or to adapt the room to restrict such access.
  • The organiser must familiarise themselves with the evacuation routes and the location of emergency equipment, including fire-safety and first-aid equipment.
• Communication
  • Register the event in the appropriate University of Iceland events calendar and ensure that a contact person is listed for the event.
  • Inform the building manager if special arrangements need to be made for the event.
  • Where appropriate, inform event participants about possible protests or similar circumstances so that they can make an informed decision about whether to continue participating and/or make their own arrangements.
  • Review safety matters, such as evacuation routes and the location of emergency equipment, with participants and others involved in the event.
  • Where possible and appropriate, inform staff working in the building about the event and any special arrangements.
  • If there is reason to believe that the event may be controversial, inform rektor@hi.is and oryggi@hi.is about the event and the planned safety arrangements.
• If a police presence is considered necessary
  • Inform the police about the event and request their assessment of whether police attendance or other measures are required.
  • If the police take the initiative in offering assistance with maintaining safety at an event, the offer must always be accepted.
  • Inform the police specifically if any threats have been made.
  • If the police consider their presence necessary, responsibility for managing and implementing security arrangements rests with them, with assistance from the event organisers as needed.
  • Appoint a liaison person for communication with the police through the emergency number 112.

• Participants and guests must be informed of evacuation routes and the location of emergency equipment at the beginning of the event.
• Ensure that evacuation routes remain accessible.
• Ensure that the maximum occupancy of the room is not exceeded.
• The designated contact person must be prepared to inform the police about the location and access arrangements, including meeting them at the entrance and directing them to the event.
• Response to threatening behaviour and violence: The police must be informed of threatening behaviour and physical violence. If a serious or imminent danger arises during the event, the emergency services must be contacted immediately by calling 112.

It is useful to review the event afterwards and consider what went well and what could be improved. It is important to document this information so that it can be used when planning future meetings or events.