Easier, Safer, Smarter: The Case for Online Risk Assessment Forms

Compliance and safety are critical in the fast-paced world of event organisation, but they shouldn’t be onerous. Yet, many event organisers and exhibitors are stuck with outdated methods, submitting risk assessments through clunky PDF, Word, or Excel forms. These static documents often result in headaches, miscommunication, and slow compliance processes.

At Eventflow, we’ve reimagined how risk assessments and method statements are handled. Our online web forms are built to streamline the compliance process, ensuring event organisers can focus on what truly matters – delivering outstanding events. Here’s why you should switch to online forms and ditch those old-fashioned documents once and for all.

1. Better Security and Compliance

Data security is a top priority for any event organiser dealing with sensitive information, from exhibitor details to health and safety risks. Traditional PDF, Word, or Excel documents are vulnerable to tampering, accidental alterations, or even breaches, making compliance less secure.

With online forms in Eventflow, data is securely encrypted and stored, ensuring compliance with GDPR and other data protection regulations. Each submission is logged, making it easy to trace who submitted what and when providing you with an auditable trail in case of any issues.

2. A Better Experience for Exhibitors

Filling out risk assessment forms can be overwhelming for exhibitors, especially when presented with a long, complicated spreadsheet or document. Many exhibitors are tempted to copy and paste from previous submissions, leading to inaccurate or incomplete assessments.

Our page-by-page form design in Eventflow walks exhibitors through the process. By breaking down the form into manageable sections, exhibitors are more engaged with the information they submit. They’re prompted to carefully consider each aspect of their risk assessment, resulting in more accurate, thoughtful submissions.

Here’s a glimpse at a Risk Assessment Form template within Eventflow:

Each step is clearly laid out, with guidance provided along the way. This ensures that exhibitors understand the importance of what they are filling out, which leads to better quality data and a smoother approval process.

3. Improved Data Capture for Organisers

Once a risk assessment is submitted via PDF or Word, extracting and analysing the data is often difficult. The event team or a third-party health and safety consultant is burdened with manually reviewing and organising the information, which can easily result in oversights or delays.

Eventflow’s online forms eliminate this bottleneck by automating the data capture process. Each form submission is instantly available for review, with built-in tools to track, manage, and assess risks. Our system lets you easily extract data into reports, ensuring nothing slips through the cracks. Plus, you can track progress, see who’s submitted, and quickly follow up with those who haven’t – all from one centralised platform.

4. Quick-Start Templates for Speed and Ease

One of the standout features of Eventflow’s forms is the availability of quick-start templates. These templates are designed to help event organisers hit the ground running, offering a range of pre-built forms that can be used as-is or easily modified to meet specific requirements.

Rather than creating forms from scratch, organisers can select a template and customise it to suit their event, speeding up the process of setting up often tricky risk assessment forms. This flexibility allows organisers to focus on fine-tuning the details without getting bogged down in form creation, ensuring consistency and compliance across events.

5. Streamlined Collaboration

Working with third-party suppliers and contractors often means coordinating multiple submissions and risk assessments. Traditionally, this would involve chasing emails, verifying forms, and dealing with mismatched formats.

Eventflow simplifies this process. Our online forms ensure that third parties can directly submit risk assessments into the system, cutting out the middleman and reducing errors. You can quickly review, approve, or request changes in real-time, keeping everything in one place.

Conclusion

As events become more complex, event organisers must embrace more efficient, secure, and scalable tools. Eventflow’s online risk assessment and method statement forms offer a robust solution, simplifying the compliance process for everyone involved.

By shifting away from cumbersome PDFs, Word docs, and Excel sheets, you can ensure higher-quality submissions, better data security, and a more streamlined workflow.

‍Contact us to learn how Eventflow can streamline your risk assessment processes.