It is important that clubs and members do their utmost to defend against liability in the first place, by being prepared for events and mitigating any risks that may arise - this is good practice in any case. Members operating events on their own should complete a risk assesment, and A club should appoint a safety officer who will look after event safety in a consistent manner, complete any documentation required, make club members aware of the requirements / safety provisions (and have a club member sign on sheet for the event if possible) and generally keep an eye on the event safety. It is also a good idea to take a photo of the event area and any setup / risk mitigations to prove that the RAMS was applied in practice.

The generally accepted way to assess and manage risk is using a Risk Assessment and Method Statement document (RAMS).

The IRTS have provided a RAMS document template (available here and in the downloads section) and it is recommended by the IRTS that this is used for this Risk Assessment - however you may already have one in use and if this aligns with the provided template you can continue to use it. Guidelines on how to complete the RAMS document are provided below as well.

The Club safety officer or the person responsible for safety at the event should complete the RAMS document prior to the event starting, get it signed by the club members and return a copy of the signed RAMS document to the IRTS Insurance Officer via email after the event has finished, together with any other relevant notes of the event eg. accident report, near misses etc.

If any incidents occur at the event, it is also important that an accident report form is completed as soon as possible and sent by email to the IRTS Insurance Officer. A sample accident report form is available here and in the downloads section.

The IRTS Insurance Officer can be contacted by phone or email for any other queries around the insurance or using a RAMS document which are not covered in the guidance or FAQ below.

Frequently Asked Questions

Who is entitled to IRTS Insurance?

Fully paid up members of the IRTS are entitled to be covered by the IRTS Insurance for Public Liability. While an IRTS Affiliated club is covered, this is in relation to the club members that are also fully paid up IRTS members. IRTS Affiliated Club members who themselves are not IRTS members are not entitled to be covered by the IRTS Club Insurance.

What is covered by the IRTS insurance?

Public liability only is covered by the insurance. Individuals, even as an IRTS member, are not covered for Personal Insurance.

What events are covered by the insurance cover?

Any events organized by a club or member are covered as long as the club is an IRTS Affiliated club and the event is supported by the IRTS. It is important to carry a copy of the IRTS Club Insurance with you when organizing the events.

As an IRTS member am I covered for other events?

As a fully paid up member of the IRTS, you are covered for public liability for any events you organise. Examples include POTA and SOTA events. It is important to carry a copy of the IRTS Club Insurance with you when organizing the events.

As a non-member of the IRTS, am I covered by the IRTS Club Insurance?

If you are not a member of the IRTS, you are not covered for public liability. However, as a member of the public, you are covered by the IRTS Affiliated Club insurance.

Is outside the Republic of Ireland included in the cover?

Yes - the insurance provides cover in the United Kingdom and European Union

Is there an excess to be paid?

No - any excess will be covered by the IRTS.

Who is liable for the excess?

The IRTS will cover any excess.

Is damage to personal and club property covered?

No - personal and club property is not covered. Only public liability for members of the public is covered.

If we set up a station at an event, does the club have to carry out a Risk Assessment?

Yes. It is important that a member of the club:

• take on the role of safety minded person for the event
• carry out and document a Risk Assessment
• hold a safety discussion with those organizing the event at the start of the event
• Email a copy of the documented risk assessment to our Insurance Officer.

If I run an event as an individual, e.g. a special event station, do I need to carry out a risk assessment

Yes. Even as an individual, operating in an environment where there could be liability, you should carry out a risk assesment

What is the responsibility of a club organizing an event?

The IRTS is requesting that the clubs appoint a safety minded person, to assist members to operate in compliance with the insurance policy expectations and requirements in areas of risk awareness and mitigation. All events and outings carry safety risks so it’s important for the club to identify the risks of an accident and take the necessary mitigation measures. It is also recommended that a safety minded person is appointed to carry out a Risk Assessment (see above and RAMS guide below for further information).

Where is the insurance underwritten ?

The insurance cover is underwritten by an insurer operating in Ireland, and is valid under Irish law.

Where do I get the Insurance Documentation?

The IRTS Insurance Officer has emailed the insurance documentation to the primary contact for each IRTS Affiliated club as provided when the club registered or renewed its IRTS affiliation. If you are a member of the IRTS and part of an affiliated club, please contact your club contact for the details - search for your club at Radio Clubs.

If you are not a member of an IRTS Affiliated Club, but are a fully paid up member of the IRTS you can contact our Insurance Officer and they will provide the documentation for you.

Can we use our own RAMS / safety documents ?

Yes, if you already have RAMS / safety documents in use, this is OK however it is recommended to check that they broadly align with the IRTS provided RAMS - it has been checked for completeness on behalf of the insurance officer. You should also still forward them to the insurance officer via email when completed for an event.

RAMS Guide

What are RAMS ?

RAMS stands for Risk Assessment Method Statement — an important health and safety document that is completed to identify the steps to be undertaken to carry out a specific activity or task in a safe manner. RAMS can be utilised in conjunction with the risk assessment process. Risk assessments are used to record hazards identified in the workplace / task / event, assess the likelihood and severity of risks and to plan adequate control measures to eliminate or reduce those risks. Method statements — also referred to as a “Safe System of Work” — build on the information outlined in risk assessments, expanding on hazard identification and management and control measures. They detail how specific activities can be carried out safely — describing control measures and safety precautions and how these can be implemented/what controls are necessary.

Completing a RAMS is not difficult - it just takes a few minutes using the template and the guide below. It can be helpful to do this with other club members e.g. at a meeting before an event.

If this is the first time completing a RAMS for a particular event, you should :

• Assign a safety officer or supervisor if you are not already that person, and if it is a busy event,
  it would be good to have a secondary supervisor in case for example, you would be operating in a rota.
  If you are the sole safety officer/supervisor, it would be good to stick to this role in order to avoid getting distracted.
• Fill out the basic details such as event location and the type of event.
• Have a rough idea of the number of club members needed to set up and operate the event. Remember even single operator events can carry some element of risk.
• Have a look at the location of the event, especially important if several members will be attending, or members of the public.
  Is there adequate parking ?.
  Ground conditions ?.
  Can weather affect access and egress ?.
  Are there busy public roads nearby involving traffic risks ?.
• Draw up a list of equipment, tools and supplies that will be needed. There is a list of the commonly needed equipment in the RAMS.
• Look at the tasks that will need to carried out with the equipment and running of the event.
• Be mindful of things that can change during an event, e.g. weather, numbers of people, operating practices, fatigue etc.
• Carry out a risk assessment of the tasks, equipment and conditions using the guide in the RAMS
• If a new piece of equipment e.g. antenna is to be used, it would be good to carry out a practice of the assembly to assess the tools and number of people required for the task
• If possible, assign competent insured club members to tasks which have an element of risk or require care. Some may be trained in particular areas due to their work e.g. first aiders.
• If any items or tasks require mitigations involving supplies, e.g. barrier tape or PPE, add these to the equipment / supplies list.
• Ensure any local details are correct, e.g nearest eircode of the location in case of emergency.
• Print off a copy or two or the RAMS, equipment list etc. for use on the day. Also print off a copy of the sign on sheet, and an accident report form.

At the time of the event starting, the assigned safety officer/supervisor should :

• hold a "toolbox talk" where all those that are present and participating should review the RAMS, agree if it is sufficient or if it needs ammendment, and sign the sign-on sheet.
• If anyone else arrives who is particpating in an activity / task, ensure they also review the RAMS and sign the sheet.
• Monitor any ongoing preparation tasks - it is all too easy for example to end up with several more people wanting to help e.g. assemble an antenna - which could cause confusion and increase risk of injuries.
• during the "normal operation" of the event, keep an eye on the area and conditions and re-assess if necessary

At event finish, ensure the subsequent operations are also carried out safely and in sequence, e.g. taking down antenna's. If possible, the same people should carry out any of these tasks.

Updated: 27/04/2025