Guidelines by linzhengnd


									Guidelines for Ensuring the Safe Participation of
    Children and Young People in Events,
    Residentials and Other Group Activities

July 2004
Save the Children UK                                                                     GDN_015


Section One: Legal, Good Practice and Management Requirements

1.    Management Responsibilities and Arrangements
2.    Duty of Care
3.    Child Protection
4.    Confidentiality
5.    Abuse of Trust
6.    Vetting and Police Checks – Recruiting Staff
7.    Staff, Volunteers & Trainee Relationships with Young People
8.    Health and Safety
9.    Insurance
10.   Travel
11.   Consent
12.   Alcohol
13.   Drugs

Section Two: Planning and Process

1.  Involving Children and Young People
2.  Cultural Diversity
3.  Special Needs
4.  Child Care
5.  The Programme
6.  Ground Rules
7.  Evaluation Meetings
8.  Other Good Practice Issues –(Breaks, Staff Meetings, Staff Ratios/Profile, First Aid, Room
    Allocation, Privacy and Night Waking Staff)
9. Building the Group
10. Site Selection
11. Participant administration

Section Three: Checklist for Planning a Residential

1. Guidance on using a Residential Planning Checklist
2. FOR_002: Residential Checklist

Section Four: Guidance and Checklist for Planning Events and Other Activities

1. Reasons to plan health and safety into event management
2. Process Flowchart
3. FOR_019: Checklist for Planning Events and Activities

Section Five: Risk Assessment Process

1. When do I do a Risk Assessment?
2. Five steps to risk assessments
3. Risk assessment example

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Save the Children UK                                                             GDN_015

Section Six: Visits Abroad

1.    Background
2.    Plan Well Ahead
3.    Aims
4.    Framework
5.    The Travel Company
6.    Host Country staff & Hazardous Activities
7.    Phase Two – Detailed Organisation/Administration
8.    Supervisory Ratio – Accompanying Adults
9.    Group Composition/Parental Involvement
10.   Financial Arrangements
11.   Insurance
12.   Passports and Visas
13.   Additional Factors
14.   Phase 3 – Final Checks
15.   Travel Tickets, Passport etc.
16.   Medical Precautions
17.   Sporting and Recreational Activities
18.   Briefing – Local Factors
19.   Supervision of Young People on the Journey and in Foreign Centres
20.   Emergencies – the Duty Officer System
21.   Support from the British Consul
22.   Medical Treatment
23.   Timing for Key Activities


1. Resource List
2. FOR_001: Risk Assessment Form
3. FOR_007: Accident Incident and Near Miss Report Form, including Violence and
             Motor Accidents, for use in UK
4. FOR_011: Contractor Health & Safety Questionnaire Form - Events
5. Guidance on SC Adventure Activities
6. FOR_030: Registration / Consent and Health Form
7. FOR_029: Event / Activity Information Form
8. FOR_021: Notification of Overseas Travel Authorisation Form

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Save the Children UK                                                                     GDN_015


Residential events and other group activities with young people, when properly planned,
delivered and evaluated, can be an extremely effective medium for developing projects
and providing informal educational opportunities. Those involved in running such events
recognise the real benefits of working in this way, but must also be aware of their
professional responsibilities. This can be a delicate balancing act. Expectations, needs and
wishes of young people and their parents can be so different. Save the Children
recognises the importance of participative approaches in work with young people, but
also recognises that staff may then find themselves in potentially difficult, and what can
often seem to be contradictory situations, placing competing demands on them.

These guidelines have been produced to provide good practice guidance for UK staff
and others working with young people in the UK or when accompanying children to
events outside the UK. The main focus is for staff working with young people in
residential settings, but are also useful for staff working with young people in a variety of
situations, for example, specific projects, events and visits. The guidelines have a UK
focus but the principles and good practice guidance they contain should be applicable to
activities that SC UK is involved in across its international operations. They cover a
range of youth work practice and safety issues and therefore will be useful for all staff
working with young people.

Balancing good participative practice that respects the rights of young people to express
a view and have that view taken into account, against the legal, ethical and operational
considerations for the organisation is not easy. The importance of participative
approaches in our work must be recognised, as too does the need to ensure safe
environments for children and young people.

Save the Children accepts that organised events and activities involving children, whether
residential or otherwise, cannot be entirely risk free. All types of activities and events can
be unpredictable and there will always be issues and incidents of various kinds. However,
there are steps that we can take in planning and running events to ensure that they are as
safe and productive as possible, and that staff feel confident and supported to run such
activities with young people.

 These guidelines provide a minimum set of standards for our work, and will help
  staff to plan and run residential and group events more effectively. They focus on
  work with young people from 12 to 21, but may also be used as a guide for staff
  running residential events with other age groups.

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Save the Children UK                                                                       GDN_015


     Legal, Good Practice and Management Requirements including
            General Safeguarding and Duty of Care Measures.

This section is a combination of legal/organisational requirements and expectations that
staff are expected to meet when working with groups of young people in residential or
other settings. Staff should also refer to SC recruitment and selection procedures, child
protection policy and procedures and health and safety guidelines. For any events that
have an element of outdoor education activity, you should also refer to other more
detailed publications as highlighted in the following sections on health and safety and
insurance. Contact Risk Management for further advice and information.

Please note that any activities with children under the age of 8 will also be subject to
additional legal requirements under the Children Act (1989).

Key issues to consider when working with young people include:

    Organisational and individual staff members “Duty of Care”
    Child Protection
    Confidentiality
    Vetting/Police checking of volunteers, employees and other contracted or paid staff.
    Staff, volunteer and trainee relationships
    Health and safety
    Risk assessment of venue and activities undertaken
    Insurance for activities and public liability
    Travel
    Consent
    Use of alcohol / drugs

    1. Management Responsibilities and Arrangements

In the main, most events with young people will pass off without significant incident and
will be enjoyable and memorable experiences for all concerned. If anything ever goes
seriously wrong, it is important that this is in spite of stringent planning and management
arrangements rather than due to a lack of these.

In order to ensure the success of any planned activity or residential event, and to
minimise the risks associated with such events, it is important that it is planned and
organised within a clear management framework. Managers with responsibility for staff
involved in organising activities and residentials must make sure that they give initial
agreement to the event going ahead and that the plans and arrangements for the
proposed event are then in line with the standards set out in this document.

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Save the Children UK                                                                        GDN_015

Where the event is being organised jointly between two departments, e.g. International
Operations and Supporter Relations and Fundrasing, it is important to identify the
manager with overall responsibility for the event. This arrangement should be agreed and
then communicated to all those involved in the event. It should also then be clear to
others inside or outside the organisation, whom to contact should they wish to raise a
matter of relevance to the event.

Where the event is being convened in conjunction with external partners, it is important
that negotiations take place and agreements reached on 'ownership' of the event, lead
agency status, roles and responsibilities, legal/insurance liabilities, and so on, so that it is
clear to all involved who is responsible for ensuring such key elements of the event are
put in place. Where SC UK is the lead agency, agreement must be reached with other
organisations supporting the participants that, as the organising agency, Save the
Children’s policies will apply to the participants. Where SC UK is not the lead agency
or where no such agreements are possible, the lead SC UK manager must take
responsibility for addressing these matters in relation to SC UK staff and young people
as far as it is possible to do so.

The bottom line is that, whichever department or organisation is responsible for the
event, there must be a designated SC lead manager who is accountable for ensuring that
it meets the standards set out in these guidelines.

'Signing off' events

The lead manager must be responsible for 'quality control' at all stages of the process,
which means ensuring the event is well planned, meets the requirements of this
document in terms of risk assessments, staffing numbers and profile, and so on. The
manager will then need to formally sign off the event, in consultation with staff members
organising the event by using the appropriate residential or activity checklist contained in
either Section 3 or 4. This signifies that agreement of all elements of the event, as
described in this document, have been considered and addressed, and that contingency
plans are in place should the unexpected happen as identified on the risk assessment (see
Risk Assessment Process contained in Section 5). Remaining on call during the course of
the event or ensuring staff running the residential have access to senior manager support
in the event of a crisis must also be part of the management arrangements put in place
for any event. The organisation as a whole needs to feel assured that events are subject to
adequate management scrutiny, input and support.

Lead managers have a clear support role in relation to facilitating the planning, organising
and running of events, and in ensuring that staff involved in the events feel confident
and well supported in managing the events effectively. The aim must be to create an
enabling environment wherein staff are trusted to run events/residentials and to make
decisions during the course of events in response to the changing and possibly
challenging situations that will develop. In order for staff to feel trusted and managers to
feel confident, it is essential that the event is subject to detailed planning and agreements
reached on the basis of this document and on clear lines of management responsibility.
The issue of levels of seniority of staff present at the event should also be considered. Is
there a case for a senior manager to attend the event to support staff in running the

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Save the Children UK                                                                   GDN_015

   2. Duty of Care

In addition to the general principles of good practice in work with children, staff should
recognise that they, as adults, have a responsibility, and in some cases a legal duty, to
ensure the safety and well being of the children with whom they work. It is the
responsibility of staff and others to minimise the risk of harm by promoting good
practice and by identifying and managing potential risks.

The Duty of Care is associated with acting „in loco parentis‟, literally „in place of the
parent‟, though in law this is a rather vague concept. The Children Act interprets it as
„delegated authority and as a duty to act as a wise and responsible parent‟ meaning that it
is essential to take the same care of a child as would a reasonable, prudent and careful
parent take in the same circumstances.

So, should a young person for whom you were acting „in loco parentis‟ be injured, the
question might be „did you exercise an appropriate level of supervision taking into
account the age and level of maturity of the young person‟? If the matter became subject
of an insurance claim or legal action and a court decided you did not, you or SC could be
liable to „damages‟ for compensation as a result of not taking adequate care in the
circumstances and thereby being negligent.

This does not mean that young people you are working with must not be let out of your
sight, but it does mean that you need to exercise reasonable awareness of where they are
and what they are doing. For example, whilst visiting an outdoor education centre have
you instructed the young people not to use any equipment such as climbing walls or
swimming pool without an instructor present?

Implementing the Duty of Care

In exercising the duty of care „careful consideration, awareness and assessment' of risk
should be applied. Consider whether you would be able to justify what is proposed, to
colleagues or ultimately a court of law. If in doubt, you should not go ahead until you
have gathered further information or guidance.

Young people aged 18 and over

The principal of „loco parentis‟ does not apply as such with young people aged 18 and
over. However it is prudent that those who are responsible for work with young people
should always exercise appropriate levels of care and safety.

   3. Child Protection

Save the Children UK's child protection policy provides advice and guidance to staff and
others on how to work with children and keep them safe. The policy places
responsibilities on everyone employed or engaged by SC UK in some way, to protect
children and prevent abuse. Through good practice and awareness of the problem of

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Save the Children UK                                                                         GDN_015

abuse, it is expected that those in contact with children will protect them through
providing good standards of care and will respond effectively where they suspect
children may be being abused or are at risk of abuse.

The policy and other guidance also covers planning for work with children, recruitment
and selection of staff that will work with children, and ensuring everyone has child
protection briefings so that they are clear on their role and responsibilities whilst part of
the event.

Children involved in SC UK events or other initiatives may be at risk of abuse in various
ways. Each staff member responsible for work with young people must ensure that they
and staff that they supervise are fully familiar with SC UK‟s child protection policy and
relevant local procedures. By analysing the risks to children and putting in place adequate
safeguards, it should be possible to prevent or deal effectively with any child protection
issues that may arise. This process must be undertaken as part of the overall risk
assessment exercise.

It may be helpful to nominate one person as having overall responsibility for child
protection at an event. However, local reporting procedures must apply and these be
clarified in advance so that it is clear to participants that all staff etc. are responsible for
receiving any child protection concerns that arise. Where a CP concern arises, the
nominated person should contact a senior manager as outlined in the local reporting
procedures to discuss the concern and next steps unless urgent action is required.

Details of local CP contacts (social work and police) should be accessed in advance of
the event, including out-of-hours contact details.

The following sections (4-7) are part of the general requirements of the child protection
policy and particular attention should be paid to these in preparation for any event or
group activity.

The child protection policy and other safeguarding materials can be accessed via SC UK's
intranet site or the „Safeguarding Children‟ CD - for further details on access to these
materials also see the Resources List (Appendix 1).

   4. Confidentiality

Residentials can create an environment, which makes potential disclosures more likely
than other settings. Young people attending should therefore be aware of the
consequences of disclosure and the limits/parameters to confidentiality (c/f Section 3
above on child protection and also SC UK‟s Child Protection Policy itself). One
possibility is to make young people aware as part of the ground rules session. The
following statement could be used as a means of explaining the fact that a disclosure
could end in action being taken.

“What you say at the residential will be confidential. However, if you tell us about
something harmful that is happening to you or another young person we can‟t keep
secrets and might have to tell someone else about it, although we would always discuss
this with you first.”

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Save the Children UK                                                                    GDN_015


Staff need to familiarise themselves with SC procedures relating to disclosure so they are
able to respond appropriately and are clear about the steps that need to be taken if this

   5. Abuse of Trust:

The Sexual Offences Bill includes the criminal offence of 'Abuse of Trust'. This is
designed to protect young people over 16 and under 18 from inappropriate sexual
activity with adults. Such activity may be consensual but takes place within a relationship
of trust (usually where there is a 'professional' relationship that involves one person being
in a position to influence or have power over another). The legislation focuses on young
people being cared for in local authority care or in full time education, and so does not
apply to situations where Save the Children has temporary care of young people.
However, preventing abuse of trust is an important principle that Save the Children
already incorporates in the child protection policy and the code of conduct, and it is
essential that this principle is upheld. As with other child protection provisions, good
practice in preventing abuse of trust must also extend to young people and volunteers
engaged by Save the Children to work with other young people.

   6. Vetting and Police Checks - Recruiting staff

All residential events have the potential for one-to-one, unsupervised contact with young
people, and so it is essential that all adults involved have been adequately vetted in line
with SC UK recruitment and selection policy. SC UK risk assesses its posts according to
levels of contact with children and all those involved in residential events should be
viewed as operating at Level 3. Level 3 is the highest level of contact and demands that
a number of screening measures are strictly applied during the recruitment and selection
process for staff, including criminal records checks where these are available. These
measures must also be applied to other adults involved in residentials and other events,
such as outside facilitators, consultants and volunteers.

When running residential events in partnership with other agencies, checks should be
made as to the vetting and screening of staff and others taking part from partner agencies
to ensure similar standards are being met. Additional safeguarding measures may be
required in the absence of sufficiently robust recruitment and selection procedures on
the part of other agencies. It generally makes sense to avoid circumstances in which staff
will be working alone with children for any length of time for the protection of staff as
well as young people. 'Buddy working' - whereby staff team up to work with children in a
mutually supportive way is also one model of working that protects young people and

It is the responsibility of the senior manager overseeing the event to ensure the
appropriate levels of safeguards are in place.

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Save the Children UK                                                                   GDN_015

Consideration must be given to the nature and extent of contact any staff member,
contracted staff or volunteer may have with children and young people and appropriate
checks carried out. This must take into account whether or not any contact could
possibly be on a “one to one” basis and unsupervised. However, where it is possible to
do these, police checks must be carried out for any staff member or volunteer who will
be in regular contact with young people. Different countries provide different levels of
access to criminal records checks, and different mechanisms exist for accessing this
information. Contact should be made with relevant manager/HR staff, at Field or Head
Office level, to confirm arrangements for these checks. Please note that police checks
can take some time to clear and so need to be carried out well in advance.

In addition to criminal records checks, a range of other measures and checks have been
developed to ensure as far as possible the suitability of staff and others to work with
children. These include the taking up and checking of references from appropriate
persons whose knowledge of the job applicant/volunteer or contractor can be verified.
It is essential that all staff and others who are involved in residential events and other
group activities are, or have been, subject to the appropriate recruitment and selection
processes and associated level of checks.

There may be times at which it is not practicable to carry out all the necessary checks on
staff or others involved in running events. Some groups we work with in UK such as
asylum seekers cannot be fully checked in this way, and in other parts of the world
criminal records checks do not exist. There may also be abnormal delays in checks being
processed or other unusual occurrences.

However, it is only in such exceptional circumstances that staff and others who have not
been fully screened should still be considered for participation in such events. Where
such a situation arises, the senior manager with overall responsibility for the event must
balance the risk of involving someone who has not been fully checked against the risks
associated with an event being inadequately staffed. Alternative staffing solutions must
be examined and where no other options exist, safeguards must be put in place, such as
ensuring the person concerned does not have any unsupervised access to children. This
must be done in order to mitigate the risks involved.

Where staff and volunteers are involved in non-residential events that entail them having
contact with or supervising children, it is still important to think through levels and
nature of contact and to ensure appropriate vetting practice as described above.

Refer to SC recruitment and selection procedures, especially the document
Principles and Guidance on Child Protection in Recruitment and Selection, the
Engaging Consultants - Guidance and Checklist for Managers, and the England
Programme’s Guidance on Recruitment of Volunteers who are Non-UK
Nationals, Asylum Seekers or Refugees.

Check with your line manager and HR when employing/contracting staff for
residentials and when thinking through whether existing staff have been subject
to adequate checks.

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Save the Children UK                                                                    GDN_015

   7. Staff, Volunteers & Trainee Relationships with Young People

Due to the nature of our work and our contacts with young people, we often recruit
volunteers and part time staff who are under the age of 21 and who have worked with us
on projects. Often this means paid staff may be working with young people who have
recently been their peers. This is potentially confusing for both the paid member of staff
and the young people they are working with.

Staff managing and overseeing work involving young volunteers and paid staff need to
be clear about boundaries regarding personal relationships. Managers must ensure that
specific training around work with young people is given to all relevant staff, particularly
if the volunteer or trainee has recently been a peer group member of the young people
taking part. Change of roles and new responsibilities for staff members who have
recently been involved in the organisation‟s work as a young person must be taken into
account during supervision and when considering training needs.

It is quite easy for staff to confuse being non-judgemental with collusion in acts such as
underage drinking, illegal drug use and other illegal activity. The difference between these
two approaches must be clear and explicitly spelt out to all employees,
contractors/consultants, volunteers and trainees, and to young people themselves.

Managers need to provide role brief/terms of reference for new and young workers and
those in transition regarding the code of conduct they need to adhere to. Volunteers
need to be carefully briefed about their role and responsibilities.

Where staff and volunteers taking part in an event appear to in some way abdicate their
responsibilities towards safeguarding young people participants, the matter should be
raised with those concerned and with the relevant manager at the time, and may need to
be subsequently reported under relevant SC policies and procedures.

It is also important, when using an Outward Bound centre for example, to ensure that
staff at the centre are suitably qualified to supervise activities that they are responsible
for. Levels of qualifications and competency should be checked in advance as part of the
pre-event planning process (See paragraph on Control of Contractors in Part 8 of this
section and also FOR_019: Checklist for Planning Events and Activities in Section Four)

   8. Health and Safety

SC UK staff are responsible for managing all activities safely. They need to ensure that:

 Safety, particularly of the young people, is the first priority.
 A risk assessment is undertaken and risks are minimised by way of implementing
  control measures and ensuring contingency plans.
 Rules and risks are understood by staff and young people.
 Rules and procedures are followed by staff and young people.
 Unsafe acts and conditions are reported to management so that hazards can be
  identified and controlled.

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Save the Children UK                                                                       GDN_015

 Contractors (including contracted event organisers or service providers) are
  competent and comply with health and safety requirements.
 Accidents are recorded and investigated so that preventative action can be taken.

Risk Assessment
(For detailed guidance on the risk assessment process refer to Section 5.)

During the planning stages of any type of organised event, a planning checklist is a vital
tool so that potential hazards can be identified. The basic 5-step risk assessment process
as detailed in Section 5, must be employed. FOR_001: The Risk Assessment Form
should be used to record this process (Appendix 2).

A risk assessment needs to be carried out before the event and needs to include
assessment of the venue, proposed activities and travel arrangements. In this way, control
measures can be identified and implemented in order to eliminate or reduce risk.

Accident Reporting

If an accident or incident occurs (including near misses), the FOR_007: Accident,
Incident and Near Miss Report Form must be completed (Appendix 3). This form
enables staff to record information regarding an occurrence in order to establish a cause
and identify appropriate actions to prevent a future recurrence. Line management has the
responsibility to ensure that preventative actions are taken. A copy of the completed
FOR_007: Accident, Incident and Near Miss Report Form needs to be sent to Risk
Management for monitoring purposes and statutory reporting if required.

Control of Contractors

If you have decided to contract out activities, it is necessary that thought is given to the
job or work that needs to be taken and the type of activity that young people and others
will engage in. In this way, a level of risk can be identified that helps to establish the level
of competence required of the contractor. For example, if organising a canoeing activity,
the risk will be deemed as fairly high and the provider or contractor must have
knowledge of safe working methods. It will be determined that a high level of
competence is required and in this case the company needs to be licensed.

It is at this stage that the competence and suitability of contractors should be considered,
by asking for relevant information and documentation relating to their health and safety
systems. This can be done by asking the company to complete SC UK‟s „FOR_011:
Contractor Health & Safety Questionnaire Form‟ (Appendix 4). On the basis that the
company can show evidence that it meets health and safety standards, by completing the
questionnaire and providing relevant documentation, a contract can be drawn up
between Save the Children UK and the contractor.

Further guidance material, such as „GDN_008: Ensuring Safety Competence of Event
Organisers & Contractors at Fundraising Events‟ along with „FOR_011: Contractor
Health and Safety Questionnaire Form‟ are available on the Health and Safety Intranet
site or by contacting the Health & Safety Advisor at Head Office, London.

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Save the Children UK                                                                     GDN_015

  9. Insurance

Any organised event, activity or residential with young people must be checked to ensure
that it has adequate insurance cover.

SC UK has in place insurance which protects its employees and volunteers from personal
liability. These are Public Liability insurance and Employers Liability Insurance.

Public Liability Insurance

This insurance only covers accidents or incidents where it can be proved that SC UK (or
its employees, volunteers or appointed agents) have been negligent.

SC UK's Public Liability insurance does not cover liabilities arising from the negligence
of others such as residential facility providers or from dangerous activities. It is therefore
important that all activities are risk assessed and monitored accordingly.

Our insurers have excluded the following events from our Public Liability insurance.

1.   Abseiling
2.   Open water canoeing etc. involving tidal and/or white water
3.   Any activity involving white water particularly rafting.
4.   Mountaineering
5.   Parachuting or similar activity
6.   Assault courses
7.   Scuba diving

Any other dangerous or adventure type of activity that is not contained in the above list
must be cleared with the Insurance and Risk Officer in Risk Management to ensure that
insurance cover is in place.

To ensure insurance cover, all activities must be subjected to a satisfactory Risk
Assessment and supervised by experienced, qualified and/or competent persons. Check
that both the staff and organisation are licensed where appropriate. (See the Guidance on
SC UK Adventure Activities, Appendix 5).

Personal Accident Insurance

SC UK‟s Personal Accident Policy only covers Young Persons (under 19 years) that
participate or attend events organised by SC UK or where a visit is authorised by SC UK.
This insurance cover is not intended to cover “dangerous” activities but will cover some
“adventure” type activities. Below is a list of those activities that are covered and
excluded. The lists are not exclusive and the Insurance and Risk Officer in Risk
Management should be contacted.

Activities Covered:
1. Artificial and indoor climbing and abseiling providing there is adequate supervision,
     licensing and harnessing arrangements.
2. Outward Bound/Adventure courses but not for an excluded activity as undernoted.
3. Horse riding – basic.

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4.     Ariel runways
5.     Ice skating
6.     Swimming (provided in safe water).
7.     Archery under suitable supervision.
8.     Dry slope skiing.

Activities Excluded (not covered)
1. Abseiling (other than as above)
2. Open canoeing etc. involving tidal and/or white water
3. Any activity involving white water particularly rafting.
4. Mountaineering
5. Parachuting or similar activity
6. Assault courses
7. Scuba diving
8. Riding or driving in any kind of race.

If you are undertaking ‘adventure’ type activities with staff or others that do not
involve young persons and identify an increased risk of accident then additional
personal accident insurance may be purchased. Contact Risk Management.
 The following insurance requirements are necessary for any residential event or
other organised activity:

 Public liability insurance - ask for a letter confirming that the Residential Centre has
  Public Liability insurance and that the limit of indemnity is adequate. Risk
  Management recommend a limit of indemnity of £10m as a minimum. For events to
  be held at other venues (non residentials), Risk Management recommend a limit of
  £5m as a minimum. If the centre or commercial providers you are working with do
  not have this level of cover contact Risk Management for advice. A check should be
  undertaken with the venue to ensure that all activities you intend to hold are covered
  by their public liability insurance. If not, ensure that adequate cover is arranged.

 Employers liability Insurance - their certificate should be displayed at their premises
  but if not viewable, ask for a copy.

 If a minibus is used the driver or the person in charge must, be over 25 years and
  must be specially trained and authorised. (See Section10)

 Individuals using their own vehicles should ensure that their vehicle insurance covers
  them for business use by checking with their brokers or insurers. (A valid MOT
  certificate is also required). (See Section10)

The centre/venue may ask you to sign a contract outlining levels of responsibility etc.
Ensure that you contact the Insurance and Risk Officer in Risk Management before
signing the contract:

         Remember that where an organisation is providing facilities or services, then it or
          its employees, contractors, consultants and agents should be prepared to
          generally accept responsibility/liability if there is negligence.

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    10. Travel

Road Travel

When using minibuses, acquired from any source (e.g. private hire firm, partner agency)
it is important to check that you are covered by their insurance policies, and that driving
licences, MOT certificates and road tax are current. You must also ensure that safety
belts are fitted and used.

Authorisation and confirmation of insurance cover to drive a minibus will not be issued
until the individual has successfully completed a SC driver training course. The
recommended course is the 'drive and survive' minibus test. These can be taken locally
and are run by ROSPA (Royal Society for the Prevention of Accidents) or a community
transport course run by a Local Authority.

It is also SC practice that drivers be at least 25 years of age, have a valid full clean driving
licence for at least two years and are aware of their responsibilities.

Minibus drivers are to consider:

    Duty of care
    Risk assessment of vehicle
    Effective management support including clarity on the responsibility for the
     specifications, care and maintenance of the vehicles
    Passenger tolerance
    Type of journey
    Traffic conditions
    Minibus safety and condition
    Assistant driver if journey is for more than 2 hours
    Ensure there is adequate supervision
    Luggage is secured
    Familiar with break-down and emergency procedures.

         Refer to SC‟s document on „Operating Minibuses‟ for further information.
          Contact the Facilities Section for this guidance along with other forthcoming
          transport safety documents such as Save the Children‟s Car Policy and the
          Drivers Safety Handbook.


If SC employees/volunteers need to use private cars to transport young people, any
claims must be covered by the driver‟s own insurance. Their insurance policy must
include a clause that allows the vehicle to be used for business purposes. Usually most
insurers will extend policies for no extra charge. (SC Facilities department has a standard
letter that staff may wish to use if required by their insurance companies). Managers are

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responsible for checking all relevant documentation and it is recommended that if staff
require a car to support an event they consider the hiring of a car which can be booked
through the Facilities Section at HQ. (This will have the added benefit of being covered
by our own insurance).

Unaccompanied travel by public transport:

Young people may travel to the residential event by a variety of means, including rail and
air transport. Wherever possible, young people should be accompanied on journeys to
the event by an appropriate adult (staff member, parent/carer, other participant, for
example) although this may not always be practicable or appropriate. Particular care must
be taken in making arrangements for safe travel to and from the event when young
people are travelling unaccompanied by public transport. These arrangements will
depend on the age and maturity of the young person, length/complexity of the journey,
experience of travel, and so on, and should be discussed, risk assessed and agreed with all
relevant parties as part of planning for the event. Where a young person is not
accompanied, contingency plans should be made to ensure the young person is clear on
what to do and who to contact should there be any problems en route to the event.

   11. Consent and Health Form

Consent forms are needed for any activity away from the centre or premises that the
group normally meets at for any young person aged 17 years or under. The parent/carer
should be asked to fill in a new form for each trip unless a standard form has been used
to cover a series of activities around a particular piece of work.

There may be exceptions to this requirement, for example where the age of majority
differs or in the case of unaccompanied asylum seekers who are 16+ and may therefore
not have a social worker, parent or carer to sign the consent form.

Consent forms are required mainly to ensure that parents/guardians know that their
„child‟ will be attending an activity with you and will contain clear information on what
will take place where and for how long. They are not really needed to give the worker the
power to authorise medical treatments in an emergency because in reality you are not in a
position to provide such consent and a doctor in an emergency will proceed anyway.

Consent forms are also essential for recording details such as contacts in an emergency
(normally those of the parent or guardian), medical conditions and requirements. Copies
of completed consent forms should be left at an operational base with a designated
person for the duration of the residential.

Medication stated on the forms should be held by one of the responsible adults to
ensure these are kept safely and taken appropriately as prescribed.

FOR_030: Registration / Consent and Health Form (Appendix 6).must be
completed by a parent/carer before their child can participate in the planned residential
trip, activity or event.

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   12. Alcohol
The use of alcohol can often become a difficult issue at residential and other events.
When working with young people under the age of 16, the situation is less ambiguous
and there should be no alcohol on site.

Young people aged 18 and over are legally entitled to drink, and some centres will have
licensed bars and pubs near by. It is advisable to discuss the consequences of alcohol
and drinking during the setting of ground rules. This will help to ensure that members
have thought through the impact of drinking on their ability to participate in the
following day‟s activities and that members of the group may not drink due to
religion/culture. (Be sensitive). It is important to offer social activities in free time, and to
encourage participants to be responsible for the organisation of these, which may avoid
evenings and free time being focused on drinking.

The situation with regards to young people between 16 and 17 is a little more ambiguous.
Although not legally entitled to buy alcohol, this age group may drink alcohol with a meal
and may consume alcohol that is bought for them by others. To avoid confusion and
inconsistency staff should not purchase for, or condone the consumption of alcoholic
drinks by young people they are working with.

It is advisable that staff/volunteers involved in running the event follow the same
principles as above. If it is agreed that staff may drink when off duty, it is important to
ensure that there are on duty at all times, at least two members of staff (of both sexes)
who have not been drinking. This will ensure that there is always staff available to deal
with any emergency. It may be appropriate that staff running events with younger age
groups are advised to drink off site and when off duty.

It is recommended that if working with mixed age groups that a policy of no alcohol for
all to be adopted. This can be considered and agreed at ground rule setting.

  13. Drugs

Policy Statement
Non prescribed drugs are illegal and Save the Children will not condone the possession,
supply or use of non-prescribed or controlled substances on any SC premises or during a
residential or other event.

Legal Position
Under the Misuse of Drugs Act and other legislation, anyone responsible for the
management of premises is liable if particular illegal acts are committed on those
premises. For example, anyone responsible for management of premises upon which
cannabis is smoked is liable for a fine and/or imprisonment. However, simple possession
of illegal drugs by young people on the premises does not in itself put the person
responsible for the premises into the position of having broken the law.

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It must be made clear, whilst setting the ground rules, that the misuse of drugs is strictly
forbidden. At this time, state clearly that if it is suspected that any person is in
possession, using or supplying non-prescribed drugs, action will be taken immediately to
confiscate the drugs and exclude the young person from the event. It can be stated that
the Police may also be involved.

If you find that participants are engaging in taking illegal substances, a certain amount of
professional judgement may be necessary in deciding how to proceed. If a young person
is in possession of a drug and will hand it over to a staff member for confiscation, it will
not be necessary to inform the police as this may have too many negative repercussions.
However, if the participant refuses to hand the illegal substances over or a quantity of
drugs are found that suggests supply may be taking place, the police should be involved.

Control of prescribed drugs
The Registration/Consent and Health Form will record details of any medical
requirements and should be collected for each young person attending a residential or
event. It would be good practice to review this information on all forms and to advise
those young persons with prescription medicines that staff members can look after these
if required. If the young person chooses to keep control of the medicines, they should be
advised of the importance to store the items securely, in their original packaging and with
labels intact, so that other persons are not put at risk.

Control of illegal drugs
In the event that a young person is found in possession of drugs for intended misuse, the
drugs must be confiscated. The transfer of the drug from the young person to the staff
member should be witnessed by at least one other adult so that the staff member has a
defence against any suggestion that the drug might be their own. If the drug is destroyed
(eg. by flushing down the toilet), then this too must be witnessed. Both the confiscation
and method of disposal should be recorded in writing.

Destruction of the drug is not wholly straightforward. The flushing of small quantities of
powder down the toilet is a practical way of dealing with the substance but this can lead
to environmental concerns. Destruction should take place in the presence of a witness
and a record should be kept of the incident. Substances such as cannabis resin or herbal
cannabis may not be so easy to dispose of in this way and it is advisable to take them to
the police for disposal. Where a decision is made to take drugs to the police for
destruction rather than destroying „in-house‟ the police should be informed that a worker
is coming to the police station prior to setting off. Additionally, an agreement with the
police should be sought that allows the delivery of controlled drugs to the police on a „no
questions asked‟ basis.

(NB: The above section on 'Control of illegal drugs' has been endorsed by the
Youth Offending Team of London Metropolitan Police as an a appropriate
procedure. However, as an extra measure, they advise that you check with the
police station of the local area if the situation arises.)

Further action
It will be necessary to take further action with the young person to establish whether
support is needed, what the consequences would be if the situation occurred again, what
the implications of their actions for the organisation would be and the legal framework.

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In some situations, it may be suitable to arrange for the young person to go home, unless
you feel they are posing a risk to you or other participants. You may wish to contact the
parents or guardians if you feel that this will not be detrimental to the welfare of the
young person. Bear in mind that expelling the young person from the residential or
throwing them off the programme may not be the most appropriate action and a
supportive role may be of more benefit – if the situation is a first time offence. If a
decision is taken that the young person is excluded from the event, make sure you know
where they will go and ensure adequate arrangements are made for their safe return

Try not to over-react.

Other guidance
A number of useful organisations are available for further guidance. The cross
government website provides information on drugs and drug related
issues. Links are provided to a wide range of UK and national organisations and Drug
Action Teams (DAT). These organisations are located throughout the UK and provide
advice, guidance and information at a local level.

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                                     Planning and Process
Basic good practice in planning and running activities and residential events with
children and young people

This section is divided into two parts. Part one considers ways to involve children and
young people, the programme, awareness of cultural diversity, special needs, child care,
ground rules, staff issues, evaluation and group building. Part two considers site selection
and participant administration.

    1. Involving Children and Young People

It is important to recognise that children and young people have the right to be involved
in any decision affecting them or services provided for them. Participation and
empowerment of children and young people has been a cornerstone of SC‟s work and
general good practice in youth work for a number of years. The involvement of young
people in the planning of the residential will also help to prevent many potential risks and
pitfalls that could occur.

All too often, residentials are planned without the involvement of the user group
resulting in a mismatch of aims. Whilst workers may be considering learning aims and
outcomes for the group, the main agenda for the young people may well be getting away
from parents/guardians for a few days and having some fun.

Involving the group in planning the event will help restore the balance between any
possible different agendas as well as provide feedback on issues such as the potential
attention span of the group which may vary considerably depending on the background
of the group. It is therefore important to plan and agree with group members all aspects
of the event including:

    the aims of the activity or residential event;
    timing and date of residential - date needs to be suitable for participants;
    the programme (including pace);
    information on the residential for other young people;
    how the group will gel (particularly if not known to each other);
    use of free time;
    how ground rules for the residential will be established;
    individual needs;
    other suggestions;
    use of home groups.

If running residentials or group activities with large numbers of young people or with
young people who have not met before it may not be logistically possible to plan and
agree everything beforehand. It may be more practical to work with a cross section of the

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group beforehand, whilst still providing opportunities for all participants to contribute
views and ideas. Working in an inclusive, flexible and participatory way when facilitating
the residential, e.g. checking out and responding to hopes, fears, expectations at the onset
of an event and responding to participants needs can help to ensure greater involvement
by all. Opportunities need to be built into the programme to ensure that participants are
satisfied with the programme and how it is progressing. (See Evaluation Meetings –
Section 7).

   2. Cultural Diversity

Awareness and consideration of participant‟s cultures, lifestyles and backgrounds should
be an integral part of planning for and facilitating of events. Practical issues to be
considered for a residential include, for example: checking of dates of key religious
festivals to ensure they do not clash with time tabling of events, dietary requirements and
the need for single rooms/ privacy for some participants and worship considerations.
Additionally, there may be a need for interpreters at some events and the cost
implications of this resource should be built into the planning process.

When facilitating events, and in the setting of ground rules, acceptance and respect of
other peoples background and cultures needs to be highlighted. A climate of respect and
acceptance of differences and diversity should be promoted and then maintained.

   3. Special Needs

Consideration for the requirements for young people with special needs is to be taken
into account in the choice of venue and in programme planning. The FOR_029: Event /
Activity Information Form (Appendix 7) should be completed prior to an event to
record special requirements as identified from the parental FOR_030: Registration /
Consent and Health Form (Appendix 6). Facilitators should be briefed with regards to
participant needs to assist them in planning their programmes and adapting activities,
energisers, resources and visual aids appropriately. Participants may also require
additional support i.e. carer.

 4. Child Care

A number of young people that we work with are also parents and provision for
adequate childcare should be taken into account. This may need to be provided at the
centre or elsewhere, if the child remains at home for example. If it is to be provided at
the centre, then this needs to be included in the risk assessment. It is essential that in
engaging carers, SC uses only registered staff from reputable sources that are able to
provide background details on the carers and proof that they have been recently police

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checked. Staff to child ratios should also be in line with statutory guidance covering this
form of provision.

Carers should be a responsible adult e.g. close relative known to the child or official child
minder. Provision for these particular needs will have resource implications.

    5. The Programme

Have clear and agreed aims and objectives and make time to discuss with facilitators,
before the event, the training programme and their inputs. (Refer to section on involving
young people). The programme needs to meet the needs of the group and the aims of
the project/piece of work. In drawing up the programme consider the balance between
more formal and informal sessions. Check that activities are appropriate and carefully
planned and that there is a space for free time and social activities.

In the cases of media interest it is important to apply the guidance provided in the Save
the Children booklet „Interviewing Children – a guide for journalists and others‟ to
ensure that children speak for themselves and they are portrayed faithfully. Ensure that
journalists are aware of their other responsibilities in particular, the responsibility to
consider the consequences of their visit. Organisers should make sure that appropriate
support is available for children after the event if required.

    6. Ground Rules

It is essential that the young people attending the residential feel ownership over the
established rules of conduct and behaviour. However, as an organisation, we have a
basic minimum set of standards, which although open to discussion, are basically non-
negotiable. For example, racism, sexism and violence are not tolerable. Similarly, it needs
to be widely acknowledged that Save the Children actively discourages any type of sexual
activity between young people during residentials. The main purpose of the residential is
to bring people together in order to work constructively on agreed objectives. When
discussing the ground rules, it is important to stress this fact and reflect on how the
actions and activities above may have a negative impact on the purpose of the event.

Where possible (which should cover the vast majority of scenarios) rules can and should
be decided upon by the group as a whole. If the group attending are from an established
group then the process can be undertaken in advance. If not, the activity needs to be
conducted in the early stages of the residential and prior to the first night.

One popular method is to hold a board blast (brainstorm, quick think etc) with the group
on what behaviour/conduct they feel will be required to make the residential a success.
The issues likely to be raised include:

    Respecting each other
    Confidentiality within the group
    Privacy in rooms

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    Punctuality
    Bed times
    Listening to each other
    Smoking during meetings

Once the board blast is concluded, staff should add any other issues they feel are missing
with an explanation as to why they should be incorporated.

    Rules of the venue if not already raised (including fire drill)
    Child protection
    Leaving the venue
    Alcohol (see previous section for detail)
    Use of drugs and any other potential illegal activity. (see previous section for detail)
    Sexual relationships

Discuss items in turn with the group until a consensus is reached (whilst being clear that
certain issues are non-negotiable). Issues such as alcohol (depending on the age of the
group) and the misuse of drugs, may be used to explain the position of staff in terms of
duty of care and any legal duties placed on staff. The subject of leaving the venue may
also be explained around duty of care. It is important to discuss issues of respect, the
recognition of people‟s differences and the need for all participants to consider their
responsibility in managing their free time etc.

Breaking of ground rules

There may be a need to discuss the breaking of any agreed ground rules and what
appropriate sanctions would be taken. Be careful when setting sanctions for the breaking
of ground rules with the group. The group as a whole including young people needs to
ensure that sanctions are realistic and that they can be fairly applied to all. However, the
applying of sanctions may be difficult and inappropriate and it is recommended that,
where possible, when ground rules are broken that the group have the opportunity to
talk through these actions and come to an agreement on how to move forward. For
example, if members of the group are keeping others awake then this needs to be
challenged by the rest of the group, participants should have respect for each others
needs and be responsible for managing their own behaviour.

    7. Evaluation Meetings

Evaluation Meetings

Ongoing evaluation should be undertaken with the young people throughout the event
to constantly check that the participants are:

    happy with the programme,
    that they are all involved and that their welfare is okay,
    that the residential is meeting their aims and expectations.

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One method of organising ongoing evaluation is to have „home groups‟. Home groups
are a means of involving young people in established groups throughout the residential.
The groups should meet on a regular basis at least once or twice a day depending on the
length of the residential. The groups should be no more than 8 in total and have a
designated facilitator who may change from meeting to meeting. The group should also
have the choice to meet without the staff members if needed. The groups can provide
feedback on the residential and discuss matters such as the breaking of ground rules.

Examples of evaluation tools include:
 mood metres, graffiti boards, suggestion boxes, home groups, video, evaluation
   booklets and end of programme evaluation forms for participants and for

You may also want to designate a person to channel issues to, for example the lead
senior manager for the event.


Young people should also be informed that they have the right to complain or raise
concerns through these kind of meetings or through other means if necessary. One
purpose of feedback and evaluation mechanisms is to try and resolve any concerns or
complaints at the earliest stage and as quickly as possible. Normally, the majority of
concerns or complaints would be resolved through such mechanisms.

Occasionally, it may not be possible to resolve concerns/complaints at this stage. There
may also be some circumstances where young people may not want to raise
concerns/complaints with staff or facilitators directly involved in the workshop or
residential. Staff must be aware of this and ensure that children and young people are
provided with details of alternative ways to raise concerns/complaints, for example via
SC‟s Whistleblowing Policy. Children and young people should also be informed about
any local mechanisms developed by individual programmes/sections designed to assist
them in making a complaint.

  8. Other Good Practice Issues


Residentials can be very intensive, so staffing levels should be adequate enough to cover
staff breaks and emergencies. Participants need to know where they can contact staff in
case of an incident or an emergency.

Staff meetings

Staff should also have regular meetings to evaluate the residential and agree action on any
concerns around the welfare of the young people they are working with. It is good
practice to build in a climate of challenge so that staff feel it is ok to question colleagues'
behaviour. For example, if the same group of staff have been working together over a
period of time it may be useful to invite another member to work with them to provide
an outside perspective and ensure no 'group think' behaviour occurs.

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Staffing ratios/profile

Good practice suggests that there should be 1 staff member (professional or volunteer)
per 5 young people. However, the ratio should be lower where the children are younger
or for groups that may be considered more “challenging”. A minimum of two staff must
be on duty at all times. A mixture of male/female staff must always be in attendance at
residentials involving mixed groups and this gender balance should be maintained for
staff actually „on duty‟ in such situations. There may be some exceptions to this practice
due to particular cultural considerations based on the composition of the group. Staffing
arrangements should also ensure adequate levels of experience and seniority amongst
those running the event. On call arrangements should be clear so that staff have access to
a Senior Manager in the event of an emergency or serious incident.

First Aid

Ensure that a member of staff - either a SC member of staff or someone at the centre - is
first aid trained.

Due to the risk of allergic reaction, unless identified in FOR_030: Registration / Consent
and Health Form (Appendix 6) by the parent/carer, staff must not administer any form
of medication, including pain killers such as Paracetemol or Aspirin.

Room Allocation

In general, young people of the same gender and age group should share rooms - this
may prevent the possibility of bullying or problems occurring at night, for example.
However, organisers will have to apply their discretion in the allocation of rooms.
Persons over 18 years, whether participants or staff should not share rooms with younger
children, and older participants should not normally share rooms with other children
where there is a significant age difference. Staff should not share rooms with participants
unless there is a specific risk to young people that would be prevented or lessened by
doing so.


The privacy of young people should always be respected as far as possible given the
circumstances of the residential. However, if staff feel there is an incident taking place in
a bedroom, for example, that requires immediate attention, and it is not possible to
negotiate agreement to gain access, it may be judged necessary to enter the room without
permission of the occupant/s in order to ensure the safety of those involved and to fulfil
SC‟s duty of care. Entering the bedrooms of young people should ideally be done in
pairs including one person of the same sex as the young people, though this may not
always be possible.

Night Waking Staff

In order to relieve staff at night to ensure their adequate rest, it may be necessary to hire
extra experienced child care staff from an agency to undertake night waking duties. When
such agency staff are hired, a full criminal record check is necessary as well as a briefing

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on the Child Protection Policy. Additionally, it would be important to establish what is
expected of them and to have this discussion with them.

The key duties for night staff would include the following:
 Monitoring communal areas and access routes in proximity of dormitories.
 Periodic checking of dormitories. Eg. Once per hour, at a minimum, but more
   frequently if necessary, such as when participants are still awake or if there is any
   disturbance or cause for concern.
 Attending to issues and being available to meet the needs of participants as
   necessary/appropriate (e.g. distressed child, disruption/disturbances).
 Alerting SC staff to any significant issues or incidents that require additional staff

The Lead Senior Manager, or staff member in charge, will need to schedule a hand-over
(of at least 30 minutes) with night staff to fully brief them. The hand-over brief would
 Significant information they need to have/be aware of e.g. significant events that
    occurred during the day and any possible issues that may carry over into bed
    time/night time.
 Any health/medical issues/medication information they need to have about the
 Who to contact in the night for assistance. An arrangement should be in place to
    have someone to be first on call and second on call so that night staff know who to
    wake up first and who after that if necessary.
 The location of SC staff during the night.

In addition to the above, agency staff must be given a tour of the building and dorms, as
well as a health and safety briefing that includes details on fire procedures, first aid
arrangements and any ground rules that they would need to comply with. Arranging for
an introduction with all participants would also be recommended.

   9. Building the Group

Group dynamics can have a considerable effect on the success or failure of any
residential. By far the best way to help a group bond and build relationships between
individuals is to provide opportunities for them to socialise with each other. This is
easily done if all the group members live locally or attend the same youth club/project.
However if the residential involves young people from different areas who are together
for only a limited period of time some form of specific activity can help to accelerate this.

There are many types of activities that can be used to achieve this such as icebreakers,
outdoor pursuits, problem solving exercises etc. A consideration of the abilities of the
participants must always be taken into account – i.e.: planning an icebreaker involving
„physical‟ activities can exclude some participants.

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Please note that trust games usually involve a lot of physical contact which some young
people can feel uncomfortable with and need to be used sensitively with certain groups
of young people

Accident and Incident reporting

 FOR_007: Accident, Incident and Near Miss Report Form should be used for any
  occurrences of a more serious nature and where follow up may be required
  (Appendix 3).

  10. Site Selection

The choice of venue for your event needs careful consideration and it needs to be able to
meet the needs of your particular group/training experience. In choosing a venue the
following checklist may be useful:

1. Accessibility
2. Is the centre young people friendly
3. Cost
4. Adequate accommodation – clean, comfortable, facilities
5. Kitchen arrangements if self catering
6. Size and number of training and syndicate rooms
7. Informal meeting rooms
8. Provision for disabled
9. Child care facilities
10. Catering arrangements and provision for special diets
11. Specialist centre resources/facilities and local amenities
12. Will there be a bar or is it alcohol free
13. Will other groups be using the centre
14. Insurance cover

The National Youth Agency produces a database on residential centres.

          A pre site visit will prove extremely useful, if possible a representative from the
         group of young people you are working with should accompany you. The above
          list of criteria is found on a checklist (See Section Three) that can be used as a
          basis of your visit and the following would need to be carried out:
 i.       Risk assessment (See Section Five)
 ii.      Checking of health and safety policies and procedures (that relate to the venue)
iii.      Briefing centre staff on the make up of group and purpose of the event.

The following information can also help when planning and informing others of the

      Centre contact details
      Parking arrangements
      Local services – numbers for local doctors, the police, the local hospital/casualty

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    Local transport facilities
    Local amenities
    Training rooms/training aids available
    Specialist equipment
    Centre rules and policy

You will also need details of next of kin contacts, dietary and medical requirements for all
participants that will be collected on FOR_030: Registration / Consent and Health
Form. This information needs to be readily accessible throughout the residential.

    11. Participant Administration

Information to pass on to participants before an event:

    Date and outline of programme and purpose
    Travel arrangements
    Equipment list
    Emergency phone number of the site
    Name of facilitator in charge
    Any prior preparation required
    FOR_030: Registration / Consent and Health Form for each participant

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                            Checklist for Planning a Residential

Guidance on using FOR_002: The Residential Checklist

    This acts as an 'at-a-glance' summary of the main elements of good practice advice in
     planning and running a residential as described in the document as a whole.

    The checklist must also be used in finally 'signing off' a residential event. That is to say,
     staff and the manager responsible for the event must complete the checklist and agree
     that all elements and requirements have been satisfactorily met prior to the event taking

    The checklist should be viewed as a minimum set of requirements and there may well be
     other considerations that must also be addressed in planning out and making
     arrangements for the safe running of the event. Section Four - Guidance and Checklist
     for Planning Events and Other Activities, has been included for all those activities and
     events with young people that may not be residential yet need thorough planning and
     safety management. It would be best practice to consider all the areas identified in both
     checklists (FOR_002 and FOR_019) so that you can ensure that all eventualities have
     been considered.

    Where it is not possible to meet certain requirements, a note should be made of this and
     of any alternative arrangements or contingency plans that are possible to put in place in
     order to address the problem.

    Once the Residential Checklist has been completed, it is vital that a risk assessment is
     carried out on significant hazards that have been identified in the planning process. Steps
     will need to be taken to eliminate any risk of injury or damage that the hazard may cause.
     Where elimination is impossible the risk needs to be reduced to the lowest level
     practicable. For guidance on the Risk Assessment process and an example of an event‟s
     completed Risk Assessment, refer to Section Five (Appendix 2 contains FOR_001: Risk
     Assessment Form).

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                                       RESIDENTIAL CHECKLIST

                   THE PROGRAMME                                           COMMENTS       COMPLETED

Do you have clear purpose, aims, objectives?

Have you involved young people in the planning and
setting up of the programme?
Have you briefed the residential facilitators on
programme input and are they appropriate to the group?
Do you have all resources/equipment required?
If not, how will they be accessed?

                        THE VENUE                                          COMMENTS       COMPLETED

Have you carried out a pre-event visit and undertaken a
risk assessment?

Does the ‘FOR_011: Contractors H&S Questionnaire’
form need to be completed?
(Depending on the activities to be held, you may have
assessed that the level of required competence is high
and the questionnaire will ensure that the centre is
licensed with the adventure activities licensing authority
and their health & safety systems are satisfactory.)

Checked that the centre meets the needs of different
cultures; e.g. food, religious observance, etc.?

Checked that the centre can cater for participants with
mobility problems?

The centre is young people friendly with adequate rooms
and facilities?

Checked the centre has a health and safety policy?

Is any centre transport is to be used?
Is it up to the legal requirements?

Checked that the venue has appropriate insurance cover.
(Ideally, the provider should have public liability insurance
to at least £10mill. Check with Risk Management.) Ask for
a copy of their Employers Liability Insurance Certificate.

Does the centre have its own child protection policy? If
so, have you obtained a copy and how will it operate in
conjunction with SC UK's CP policy?

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                 STAFF/FACILITATORS                                         COMMENTS       COMPLETED

Do you have adequate and appropriately experienced
staff to cover the residential?
(i.e. Two staff on duty at all times and a staffing ratio of 1
per 5 young people or lower depending on ages/needs of

Have you checked whether you have 2 members of staff
team with access to a vehicle?

Are staff aware of their roles and responsibilities?

Has one member of staff an up to date first aid certificate
(may include centre staff)?

Are staff vetted/police checked?
(Including partnership agency staff)

Are staff familiar with legal obligations and relevant SC
policies - in particular H&S and CP?
(Nominate a person as having overall responsibility for

Checked to see if staff have extra skills that they might be
able to contribute?

Briefed volunteers and young workers on roles,
responsibilities, boundaries and inappropriate
relationships with young people?

 PRE-EVENT INFORMATION/ADMINISTRATION                                       COMMENTS       COMPLETED

Have you all the names, contact and next of kin details
for all participants? (FOR_030: Registration / Consent
and Health Forms completed)

Provided clear information to all young people attending
e.g. aims, equipment and prior preparation required?

Signed consent forms for all young people 17 and

Provided clear information to parent/guardians on event
including programme and emergency telephone numbers
(for 17 and under) including name of facilitator in charge?

Provided clear travel information and ensured all travel
arrangements/requirements are covered?

Is money available for emergencies and for expenses
(petty cash book)?

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 Checked adequate insurance cover is provided?

 Checked needs of group?
 - dietary needs
 - medical requirements
 - level of ability

 Considered possible means of keeping valuables of
 group safe?

* If young people are working with us on a long term project or are young workers/trainees, an initial
   blanket consent form is to be signed at the beginning of the project which outlines the types of activities
   that they will be involved in. Under the Management of Health and Safety at Work Regulations 1999, a
   ‘Young Persons at Work Risk Assessment’ also needs completing. A specific risk assessment form
   (FOR_023) can be found for this purpose on the Health and Safety Intranet site.

          MANAGEMENT ARRANGEMENTS                                           COMMENTS         COMPLETED

 Has a lead senior manager been identified as having
 overall responsibility for this event?
 (provide name in 'comments' box)

 Has the lead senior manager been involved in
 planning/agreeing the plans for this event?

 Where requirements above are not met, have adequate
 contingencies or alternative arrangements been put in

 Has the lead senior manager signed off this event - i.e.
 agreed that it meets the requirements of this guidance
 and can therefore go ahead as planned?

 Do staff involved in the event have access to a senior
 manager - directly or via 'on call' arrangement?

Lead Senior Manager Sign Off:                  ……………………………..

Staff Sign Off:                                …..…………………………

Lead Senior Manager and Staff must complete the checklist and agree that all elements
and requirements have been satisfactorily met prior to the event taking place.

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                AT THE RESIDENTIAL                                        COMMENTS       COMPLETED

Explained the rules of the centre including fire
evacuation procedures?

Explained any domestics required by the centre?

Have you agreed the ground rules with the
participants at the beginning of the programme?

Enabled opportunities for feedback and evaluation
via home groups/staff meetings (also include graffiti
boards, comments boxes, etc?

Record any incidents/accidents - use the venue's
accident book and also complete SC accident and
incident report form

Monitor the ground rules and involve the group in
any sanctions

Constantly look out for the welfare of young people –
ensure inclusion wherever possible

Keep the next of kin/contact/medical forms safe and
accessible (including care of participants prescription
medication where agreed.)

Keep the first aid kit safe and accessible and inform
participants of its location

Ensure that adequate number of staff are on duty at
any one time especially if needing to deal with an

         FOLLOWING THE RESIDENTIAL                                        COMMENTS       COMPLETED

Written up a report / post training pack on outcomes
of the event (if required)?

Recorded any incidents and passed on to relevant
person if needed?

Concluded an evaluation of the event with young
people and staff?

Completed a de-briefing with staff and evaluation?

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      Guidance and Checklist for Planning Events and Other Activities
Reasons to plan Health and Safety into Event Management

It is vitally important that health and safety risks, in relation to any planned event or activity
are identified and reduced to the lowest possible level, for the following reasons:

1. Moral Duty - We do not want anyone to be injured at an event.

2. Legal Duty - We have a legal duty under the Health and Safety at Work Act and other
   legislation, to protect staff, volunteers, members of the public and young people from
   foreseeable hazards.

3. To avoid potentially damaging public relations - The public view of Save the Children
   may be badly affected by any type of negative event, e.g. an accident.

The following flowchart provides the process that needs to be followed when
planning and carrying out any type of activity or event.


 Complete the Event / Activity Information Form (FOR_029) by collating the
 information from the Registration/Consent and Health Form (FOR_030), which must
 be filled in by the parents or guardian).

 Use the Planning and Resources parts of FOR_019: Checklist for Planning Events &
 Other Activities, to consider the health and safety implications and to identify potential
 hazards. If the event is a residential, use FOR_002: Residential Checklist as well.

 Identify and assess the hazards using the guidance contained in Section Five – Risk
 Assessment Process and FOR_001: Risk Assessment Form. Give yourself enough time
 to risk assess an event or activity. Create and implement an Action Plan for reducing the
 risk of each hazard that has been identified. Use the Resources part of the checklist as a
 way of seeking further advice. Also refer to the „During the Event‟ and „After the
 Event‟ sections and apply this advice to your Action Plan.

 Keep both the checklist and risk assessment documents alive and keep reviewing them
 as your plan progresses.
 File in a safe place once the event has concluded. If a similar event or activity is held in
 the future, these documents can be referred to and improvements to the safety
 management of an event can be made.

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                                       CHECKLIST FOR PLANNING
                                     EVENTS AND OTHER ACTIVITIES

Event: …………………………………… Prepared By: ………………………. Date: …………

                                                                                                     Action Taken
PRE-EVENT PLANNING                                                          Yes /   Comments        ( Include details
                                                                             No                         of person
                                                                            √/X                       responsible &
                                                                                                          date )
1. Could the event be considered dangerous?
NB: white water rafting, parachuting or similar activities (e.g.
wing-walking), mountaineering, abseiling, open water canoeing,
assault courses & scuba diving are not endorsed by SC UK
2. Is the event covered by insurance?
Check with the Risk & Insurance Officer (at HQ) before making
arrangements to ensure that it will be covered by insurance.
Some activities won’t be & special cover may have to be
arranged. Also check if any personal insurance cover is
3. Is the event likely to require a contract between SC UK
   & another party?
If a contract is required for the hire of a venue, service or
equipment, contact the Insurance & Risk Officer in Risk
Management before signing. You may also need other
documentation such as proof of their employees & public liability
insurance, with a set indemnity limit.
4. Have partners in the event accepted our standards of
   health & safety & child protection procedures /
   safeguards? Are they prepared to abide by them?
5. Is the chosen venue suitable?
 -     Has the venue been checked for appropriate insurance
     cover?(It is necessary for the provider to have public liability
     insurance to at least £5mill. Check with Risk Management.
     Also ask for a copy of their Employers Liability Insurance
 -     Does it look well maintained?
 -     Is it the right size or shape?
 -     Will it hold the expected number of participants?
 -     Do we have sole use of the venue?
 -     Has it got the correct facilities (such as toilets & hand
     washing facilities)?
 -     Does it have a main supply of electricity capable of
     supporting the event?
 -     Is there a well maintained & a suitable sized car park?
 -     Is the layout adequate for arranging stalls & activities?
 -     Have special needs been considered, eg. disability access
     etc. If special needs have been identified, has the
     appropriate action been taken?
 -     You may be asked to sign a contract for the use of a
     venue. Be sure you are signing on fair terms
6. Has a designated person been appointed to co-
   ordinate the day (Lead Senior Manager)?
     Although issues surrounding the event should be decided as
     a group, one person needs to be in control on the day as
     confusion is created if there is more than one person making
     decisions on the day. This confusion could lead to an

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                                                                                                    Action Taken
PRE-EVENT PLANNING                                                          Yes/   Comments        ( Include details
                                                                             No                        of person
                                                                            √/X                      responsible &
                                                                                                         date )
7. Has the number of SC UK staff who will be involved
    been established?
    Will they be clearly identifiable (wearing ID badges)?
8. What will the ratio of adults to participants be? Has the
    staffing profile been agreed - gender mix etc? Have all
    adults been police checked/otherwise vetted?
9. Have contact numbers for organising staff been made
    available to participants? Does the SC UK staff have
    access to a (mobile) telephone?
10. Has a letter been sent to group leaders of participating
    organisations prior to the event, specifying that SC UK
    will not take supervisory responsibility for young
    people but their supervising adults have responsibility?
11. Has a pre-briefing session been held?
     A pre-briefing meeting needs to be set up for SC UK staff
     but also a meeting with partners who are taking part in the
     event needs to be held.
12. Have guests been informed that a minimum ratio of 1
    accompanying adult to 5 children/young people is
13. If necessary, has a registration process been
    organised for recording names of all participants &
    providing name badges?
14. Have the invitation/acceptance lists been checked for
    any possible difficulties that may result from
    age/gender/religion ratio?
15. Has crowd control been considered?
 -  Think about the size of the venue, the number of people
  attending & the traffic routes of cars & people. Try to reduce
  the amount of overlap.
 - Think about where bottleneck congestion might occur &
  put measures in place to reduce the risk of crushing.
 - Has someone been appointed to guide traffic to parking
  spaces & provided with clearly identifiable fluorescent jacket
  or strap?
 - To ensure people are aware of the risk of leaving
  belongings in a car – a sign in the car park could be put up:
  ‘Personal Belongings are left in your vehicle at your own risk’
16. Are we contracting out some services / attractions?
 -  Assess the level of competence required of the contractor
  based on the type of activity. Ask them to complete a SC
  UK’s ‘Contractor Health & Safety Questionnaire’ form,
  FOR_011, to ensure training certificates & qualifications are
  held & satisfactory.
 - Some attractions e.g. fireworks display, must be provided
  by a ‘competent’ contractor. Proof of competence is vital!
  Check their equipment safety log/documentation & details of
  their accident/incident history, gain references from other
  event organisers and check their public liability insurance
  (with a set indemnity limit). All should be provided as part of
  the questionnaire.
 - Food preparation by volunteers, staff or members of the
  public should be avoided. Where possible use contractors
  e.g. a vendor van but ensure that the vendor is licensed.

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                                                                                                     Action Taken
PRE-EVENT PLANNING                                                          Yes/   Comments         ( Include details
                                                                             No                         of person
                                                                            √/X                      responsible &
                                                                                                          date )
17. Have Emergency Plans been established?
 -     Ensure that an ambulance/fire engine could easily get to &
     from the event & check the distance to the nearest hospital.
 -     Ensure adequate first aid provision. Think about what kind
     of first aid coverage you would need with respect to the size
     of the event
 -     If fire evacuation procedures have not already been
     established, agree & write clear fire procedures. These
     should include a) Fire evacuation instructions, b) means of
     communicating procedures to all attendees, c) agreed fire
     assembly point.
 -     Check whether fire extinguishers are available, if they are
     the correct types, properly maintained & are suitably placed.
 -     Appoint one person & a deputy to plan & implement
     emergency plans. These people will have the authority to
     give direction on emergency situations & to advise on action
     once an emergency is over.
18. Could weather conditions interfere with the event?
     Have you got contingency plans in place? Decide before the
     event how bad the weather will have to get before it is
     cancelled. Have you planned appropriate means for notifying
     expected attendees of any cancellation in advance?
19. Will alcohol be available?
     If possible, selling alcohol should be avoided as people are
     more prone to having accidents when they are under the
     influence. If it’s a large event with lots of alcohol available it
     may be appropriate to employ more security. Is there
     adequate secured storage space?
20. Is anything being sold at the event?
 -  Second-hand electrical items cannot be sold as they may
  be faulty & cause an accident or fire.
 - Second hand toys can not be sold as the seller is
  responsible for making sure that a toy is safe before it is
  sold. Toys marked with the ‘CE’ symbol comply with safety
  standards. Due to complex labelling & safety regulations, we
  cannot sell hand-knitted toys. Construction toys & models
  must be sold with instructions.
 - Seek advice from your local Environmental Health Officer
  (EHO) or Health & Safety Executive (HSE) Inspector, as
  consumer / health & safety legislation could affect the sale of
  the items.
21. Has transport been arranged for children & young
    people by accompanying adults?
     SC UK staff should not generally transport adults to & from
     events. Provision will need to be made of at least two SC UK
     staff to accompany young people waiting for transport.
22. How are goods being transported to & from an event?
 -  Are the goods going to be heavy?
 -  Has a manual handling risk assessment been taken? Have
  those that will be lifting & carrying been given manual
  handling training? Ensure that no one is going to have to do
  anything that is beyond his or her physical capability.
 - Is the transporting vehicle suitable for the task?
 - Have other mechanical aides been provided e.g. trolleys
  etc. Have you considered how things will be packed?
 - Choose lightweight equipment & kit if possible?

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                                                                                                   Action Taken
PRE-EVENT PLANNING                                                        Yes/   Comments         ( Include details
                                                                           No                         of person
                                                                          √/X                      responsible &
                                                                                                        date )
23. Will there be handling of cash?
   Check internal cash handling procedures. Consider having
   money collected by a professional company like Securicor, if
   the sum is large.
   Consider the safety of volunteers & staff who have an
   increased risk of a violent attack, whilst they carry or appear
   to be carrying money. Be aware that there are manual
   handling implications with large quantities of loose change.
24. Has a risk assessment been undertaken? Have
    hazards been identified & the risks eliminated or
    reduced to the lowest level practical?
   Refer to SC UK’s Risk Assessment Process & use the Risk
   Assessment Form. Section five of the Guidelines for
   Organising an Activity, Residential or Event with Young
   People provides guidance.
25. Have staff members & all workers been informed of
    any individual risk that is likely to affect them?
   This may result in providing instruction in an agreed method
   of work or specific training, e.g. the method of moving a
   specific item or using specific equipment.

                                                                                                   Action Taken
RESOURCES                                                                 Yes/   Comments         ( Include details
Establish the resources that you have available for the                    No                         of person
event.                                                                    √/X                      responsible &
                                                                                                        date )
26. Fire Brigade
   Contact them in advance of the event if there is a potential
   for fire or explosion, such as if the event involves highly
   flammable material or fireworks. If it is not necessary, note
   the distance to the local fire station & the closest access to
   water mains.
27. Police
   Talk to them if the event is likely to involve large crowds of
   people, if people attending are likely to be parking on the
   side of local roads, or if you need advice on crowd or vehicle
28. First Aid Cover
   Look at who & how many participants there are & what the
   activities are to determine what level of adequate first aid
   cover there needs to be. First Aid cover by either Red Cross
   or St John’s brigade is recommended.
29. The local Environmental Health Officer – Local District
   Contact them for general help & advice before an event.
   Also, pro-actively involving them means that you should
   have them on your side if something goes wrong.
30. Health & Safety Executive (HSE)
   In case of any tricky health & safety question that needs a
   quick answer, the HSE have an information hotline: ph:

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 31. Historical Data
       It is important to learn from previous similar events that have
       run in the past to learn of any previous mishaps. Ask the
       venue owner if they can offer resources or expertise in
       running an event.
 32. Social Services Duty Team
       Ensure details of local duty social work team in event of any
       child protection concerns that need to be referred

Lead Senior Manager Sign Off: ……………………….. Staff Sign Off: …..…………………
Lead Senior Manager & Staff must complete the checklist & agree that all elements & requirements
have been satisfactorily met prior to the event taking place.

                                                                                                       Action Taken
 DURING THE EVENT                                                             Yes/   Comments         ( Include details
 (Apply your planning. Implement the controls.)                                No                         of person
                                                                              √/X                      responsible &
                                                                                                            date )
 33. Health & Safety issues e.g. fire exits etc should be
       addressed with participants at the beginning of the event
 34. Ensure one person is in control on the day to make
     decisions (based on previous group discussions) & to
     ensure employees & volunteers work as a team.
 35. Respond to the weather conditions on the day.

 36. Set up a rota for people to cover activities,
     stalls/stands & ensure that everyone gets a break.
 37. Record all incidents & accidents. If an accident occurs,
     undertake an accident investigation. Identify witnesses
     & get statements. Report according to SC UK’s
     Accident Reporting Procedure, PRO_001, to ensure
     statutory reporting if necessary.
 38. Record what happens & continuously monitor
     throughout the day, making notes of things that worked
     or didn’t work.

                                                                                                       Action Taken
 AFTER THE EVENT                                                              Yes/   Comments         ( Include details
 (At the end of the event or activity.)                                        No                         of person
                                                                              √/X                      responsible &
                                                                                                            date )
 39. Is the venue left as agreed & all equipment is returned
     in the agreed manner
 40. Review the event.
   -  How much money was raised/spent/profit?
   -  Was the health & safety planning effective?
   -  Did it run smoothly?
   -  Did the plan work?
   -  Were there any accidents or near misses?
   -  Did everyone communicate effectively throughout the day?
   -  Was the cash handled correctly?
   - Were there any problems with the venue that needs to be
    formally reported back?
 41. Record all the planning & post evaluation assessments
     of the event & keep it filed so that it can be used for
     planning future events.

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                                  Risk Assessment Process
When Do I do a Risk Assessment?

Once the checklist has been completed for either planning a Residential or an Organised
Event or Activity (or both) – a list of potential hazards (see definitions below) will have
been identified. By using FOR_001: Risk Assessment Form (Appendix 2), the risk of
these hazards causing injury or damage can be reduced to the lowest possible level.

As with „FOR_002: Checklist for Planning a Residential‟, both the Lead Senior Manager
and the staff member undertaking the risk assessment must agree that the control
measures are adequate and in place prior to the residential or other event taking place.


Hazard:                     Something with the potential to cause harm

Risk:                       The likelihood of harm occurring from the identified hazard –
                            This risk, once assessed, will be either high, medium or low.

Control measures:           These are actions that have already been taken or that could be
                            taken to reduce risk to the lowest possible level.

Please also be aware that all risk assessments are subjective, and to a degree based on the
views of the assessor. A way that you can make your assessment less subjective is to
involve others in this process. Safety management is about solving problems and often
two heads are better than one.

                               Five Steps to Risk Assessment

   Step One - Identify the Hazards

Concentrate on those hazards that could cause serious harm. Tackle the whole project
logically from start to finish listing under general headings all the hazards you can. It
helps to divide the whole event into different activity areas and then list the possible
hazards that exist amongst these areas of activity.

The whole event can be broken down into parts. General headings, provided to each part
of the event or area of activity, may include the following:
A) Meeting Point
B) Method of Transport
C) The Journey
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D)   The Venue
E)   Setting up Equipment etc
F)   All Planned Activities
G)   Extra Curricular Activities
H)   Return Journey
I)   Drop off Points

When thinking about potential hazards that may be involved under each of the activity
headings, look only for hazards which you could expect to cause harm. Remember to
include hazards already controlled. Use the following examples as a guide:

    Slipping/tripping hazards (e.g. poorly maintained floors or stairs);
    Fire (e.g. from flammable materials)
    Chemicals
    Geographical hazards such as lakes, cliffs etc. posing risk of drowning, people
     becoming lost, etc.
    Moving parts of machinery
    Working at height (e.g. from mezzanine floors)
    Vehicles, traffic, driving hazards.
    Biological hazards
    Electricity (e.g. wiring etc)
    Dust and Fumes
    Manual handling – carrying, lifting, pushing etc
    Noise
    Poor lighting – outside areas, corridors, stair wells etc
    Extreme temperatures – activities held outside during winter
    Repetitive work
    Lone Working/ Violent attacks
    Unwelcome public/media interest – eg. Asylum Seekers requiring extra security

Think of the tasks in each of the worker‟s jobs and think of the action required by
individuals in their role. Identify the hazards involved. Think of the activities other
people will be undertaking. What hazards are exposed to them?

Look over your completed Checklist(s) (FOR_002 and/or FOR_019). Certain hazardous
areas may already have been identified during this task.

  Step Two - Who can be Harmed?

Consider the following groups of people and note on the Risk Assessment Form:
       - Employee or volunteer staff
       - Contractors
       - Event participants
       - Disabled people
       - General public
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          -   Young People
          -   Children

   Step Three - Consider the Existing Control Measures

Think about the degree of risk that the identified hazards (of each activity area) currently
pose by taking into account the control measures that are already in place. For example, a
geographical hazard such as a lake may already have a control measure in place such as a
fence that restricts access. The assessment then needs to be made as to whether the fence
is adequate to reduce the risk to those people identified in Step 2.

Seek out information on the safety controls and procedures in place for the venue,
transport, organised activities. This will include appropriate certification, licences, fire
and first aid provisions and procedures, activity instructor qualifications, safety
equipment, safety training etc. (Obtain copies of the most important documents and
keep on file with risk assessment and checklists). These will have been identified on the
checklist(s) (FOR_002 and/or FOR_019). If you are not satisfied with the adequacy of
the existing controls, seek to improve them. Risk Management may be able to contribute
to solutions.

  Step Four – Calculate the Level of Risk

Consider the likelihood of an accident happening. Take as an example a swimming event,
how likely would it be for an accident to occur on a rating between high and low given
the existing controls in place? A swimming pool with a life guard in attendance to fully
supervise children in depths that are appropriate would render the likelihood of an
accident to be low. However, if a natural swimming hole is considered, the likelihood of
an accident may be increased due to currents, depths, supervision etc. Then, estimate
how severe the outcome of the accident would be. For a swimming event, the severity of
an accident will be high.

Enquire about previous accidents and incidents to assist you in your estimation of what
the potential for an accident would be. Consider the severity of the accident and then
determine the primary risk using the matrix below.

                                                      H M L

                            Severity           H      3     3     2
                                               M      3     2     1
                                               L      2     1     1

                           H        =         Fatality - major injury causing long term disability.
                           M        =         Injury - an illness causing short term disability.
                           L        =         Other injury or illness
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                           H       =          Certain or near certain.
                           M       =          Reasonably likely
                           L       =          Very seldom or never

                           Risk Rating
                           3      =           High risk
                           2      =           Medium risk
                           1      =           Low risk

If the risk is calculated as being medium or high with the original controls in place, you
will need to consider additional safety controls that can be put in place to either
eliminate, isolate or minimise the risk further.

Take the swimming activity as an example again. The risk may be calculated as medium if
the activity is undertaken in a controlled environment with adequate controls in place to
ensure the likelihood of an accident occurring to be low. However, when considering a
swimming location that poses greater hazards such as at the beach, you may have
reached an initial calculation that the risk rating is high even though some controls will
be in place. It is at this point that further safety controls need to be put in place to
minimise the risk further to be medium such as a higher ratio of adult supervision.

For all assessments, however, if the risk rating is still calculated as high risk, then
the activity must not be undertaken. This should be the rule of thumb for any activity
you wish to undertake.

When considering additional safety controls, do you have contingency plans in place?
Emergency numbers to hand? Have a look at „FOR_019: Checklist for Planning Events
and Activities‟ for other safety controls.

  Step Five - Record and Review

Having recorded your findings and actions, you must ensure that you communicate the
risks and control measures to appropriate people, i.e. all those involved in each aspect of
the event/activity. Risk assessments should be written down and filed in a safe place. The
process of communicating the risks and control measures should also be documented.

Later, if there are any significant changes to the activity or venue, reconsider and
review your assessment. You may need to re-evaluate the risk.

The following example of a completed Risk Assessment Form can be used to guide you
in completing a risk assessment of any planned activity or event.

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                                                             RISK ASSESSMENT EXAMPLE
Activity / Event: ................................................................………………….                               Date: ………………………….
The assessment process involves a straightforward way of identifying hazards, estimating the probability of harm and identifying the appropriate control measures
to reduce risk to an acceptable level.

Step 1- Identify the Hazards Step 2 – Who can be Harmed? Step 3 – Consider the Existing Control Measures Step 4 – Calculate level of Risk Step 5. Record
& Review

     Activity                    Hazards
                                                                Who might be               Existing Control              Assess Risk, consider Control              Assessor’s
                             (something that
                                                                 Harmed?                      Measures                        Measures, Identify                     Signature
                             can cause harm)
                                                                                                                            Further Action needed
Travel to the               Participants being injured           Participants.      Parents informed of picking       Risk factor – low, no further action
centre/venue                 or killed whilst waiting to          Leaders.            up/drop off times and location.   necessary.
                             be picked up.                                            Group leaders on the coach to
                            Coach involved in an                                      supervise behaviour.
                             accident                                                 Ground rules set & agreed in
                            Inappropriate behaviour                                   advance for behaviour.
                             during the journey.                                      Professional driver, driving to
                            Young people travelling                                   Ministry of Transport
                            Unaccompanied                                              regulations etc.
                            particularly                                              Provided all information for
                            if not travelled before                                    participants and checked that
                            (16/17 year olds).                                         they feel confident / competent
                                                                                       to travel.

The Venue                  Set on steep slope by                 Participants.      Briefing on arrival by Centre        Risk factor low/medium.
                            Coastline - risk of falling.          Leaders.            staff                                Warn participants not to use
                           Traffic on site 5mph                  Venue staff.        regarding all potentially             inappropriate equipment
                            speed limit.                                               dangerous areas.                      without supervision.
                            Majority of activities on                                 Some fenced areas                    Consider course activities and
                            site on very evident                                                                             alter if appropriate.
                            permanently sited

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     Activity                    Hazards
                                                                Who might be              Existing Control               Assess Risk, consider Control              Assessor’s
                             (something that
                                                                 Harmed?                     Measures                         Measures, Identify                     Signature
                             can cause harm)
                                                                                                                            Further Action needed
Swimming                   Water safety.                         Participants      Trained lifeguards.                    Risk factor low
Teambuilding               Falling/catching someone                                 All activities carried out under       Leaders will meet to
                            awkwardly.                                                the supervision of                     Discuss programme on a
                           Potential for injuries.                                   Qualified/experienced staff.           Regular basis and adopt
                                                                                     All activities risk assessed in        If necessary
                                                                                      accordance with legislation.
                                                                                     Leaders will be present at all
                                                                                      activity sessions and will
                                                                                      constantly assess risk

General                    Wasp / bee stings etc                 Participants      Participants should bring          Risk factor – low / medium
                            causing allergic reaction                                 sunscreen and hats. Leaders
                            and/or anaphylactic                                       will have sunscreen for those      If participant has forgotten to bring
                            shock.                                                    who forget.. This will be          medication or mislaid it, after advice
                           Sun burn                                                  carried by leader on               from parent, doctors emergency
                           Sun / heat stroke                                         particularly sunny days.           appointment will be sought to get /
                           Food allergies                                           Those leaders not first aid        replace prescription.
                           Epilepsy, asthma and                                      trained will be briefed on the
                            other conditions                                          immediate treatment of
                           Other injuries.                                           anaphylactic shock, heat-
                                                                                      stroke etc. (and medical help
                                                                                      would be sought immediately)
                                                                                     Regular breaks for
                                                                                      refreshments will be provided.
                                                                                      Participants will be told to
                                                                                      bring drink container.
                                                                                     Course registration forms will
                                                                                      be checked prior to the
                                                                                      residential for stated allergies
                                                                                      and any other medical

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     Activity                    Hazards
                                                              Who might be              Existing Control              Assess Risk, consider Control             Assessor’s
                             (something that
                                                               Harmed?                     Measures                        Measures, Identify                    Signature
                             can cause harm)
                                                                                                                         Further Action needed
Disruptive or              Threats or actual violence      Participants,          Code of conduct/ground rules      Risk factor – low/medium.
violent behaviour           directed at other               Leaders, other          drawn up and agreed at the
from participants                                           user on the site.                                            Ground rules reviewed daily
                            participants, leaders or                                beginning of the project by all
                            other user of the site.                                 participants.                        Any breaches of code of
                                                                                                                          conduct – participant (s)
                           Dangerous or                                           Agreed ultimate outcomes of
                                                                                                                          warned about behaviour
                            inappropriate behaviour                                 breaches of code.
                                                                                                                          and reminded about
                            during activities.                                     Pre agreed response plan.
                                                                                                                          possible consequences.
                           Racist or other prejudiced
                                                                                                                         Manager to be informed of all
                           Use of controlled drugs,
                                                                                                                         Police may be involved if
                            solvents and / or other
                                                                                                                         Manager to have final
                           Thefts from other
                                                                                                                          responsibility for dealing
                            participants, leaders or
                                                                                                                          with situations.
                            other users of the site
                                                                                                                         If appropriate, participants may
                                                                                                                          be sent home and parents

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                                            Visits Abroad


  SC UK staff have been involved in organising visits abroad for many years that involve
  young people. These have been mainly aimed at allowing young people to take part in
  conferences, seminars and workshops that promote the work of the organisation
  especially in relation to Child Rights issues. Small groups and individual young people
  have been involved in visits and journeys to the Far East, and Eastern Europe as well as
  to America and a number of western European countries. The promotional and
  educational values of such ventures are often great and the notes of guidance which
  follow should not inhibit these activities.

  However our experience of this area of work shows that visits abroad, require very
  careful planning and organisation, with considerable dedication and enthusiasm from
  staff involved. Considerations applying to off-site activities in the UK, detailed elsewhere
  in this document, apply equally to journeys abroad (e.g. insurance cover). But in addition
  a number of other factors must be borne in mind and contingency plans should be made
  as far as possible to allow for hazards that might occur when travelling or staying outside
  Great Britain.

  Involving Children and young people in the planning of a trip abroad is not only good
  practice but may also help to prevent potential risks. Refer to Section Two of this
  document that provides guidance in this area.

  Plan Well Ahead

  Forward planning for visits abroad will normally need to be started at least 9 months
  before the visit takes place. Where a booking has to be made with a commercial tour
  operator for a peak period it may be prudent to make contact as much as 12 months
  ahead. It is vital to ensure that the visit receives approval from the relevant manager and
  that the senior manager is informed of your plans at the earliest possible opportunity. It
  is also advisable to share your proposal with other colleagues again at the earliest
  opportunity who may have relevant advice or guidance regarding the proposed visit.
  Involving children and young people at an early stage in planning any visit abroad may
  also prove very beneficial in ensuring a safe and productive trip.


  The main aims of the visit should determine the type of venue chosen and length of stay
  required. In the case of a reciprocal exchange, the parameters should be agreed with the
  foreign partner from the outset including purpose, expected outcomes, division of
  responsibilities (e.g. who is responsible for transportation, providing meals etc.). A
  named contact abroad is essential to the successful organisation of such schemes this
  person should be a long-term member of staff with the full support of the organisation
  they represent.

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  Initial considerations will include target numbers of children and young people involved,
  estimated total costs (including the expenses of accompanying staff), the number, sex,
  ratio of adult supervisors, the probable effect of the journey on normal routine
  (particularly for a school if it takes place wholly or partly during term time) and an outline
  programme for the visit. Specific consideration must be given to recruitment and
  preparation of the group. Where possible it is highly desirable for all journeys abroad that
  at least one accompanying adult is a competent speaker of the main language of the
  country to be visited or of a major international language widely understood in the
  country (e.g. French in Belgium).

  The Travel Company

  Where a commercial tour company is to be involved they should be bonded by ABTA or
  an organisation of similar standing. Comparison should be made with similar packages
  offered by other operators. Cost should not necessarily be the overriding factor in
  making a decision on which company to use. Consideration should also be given to:
  travel arrangements (e.g. number of stopovers and the record of the airline used),
  insurance cover, and the quality, suitability and safety of the accommodation used
  (including fire risk and other health and safety issues). Consideration should also be given
  to the possible need to share premises with other youth groups etc. In the initial planning
  stage, it is important to establish exactly what the travel company will do and to agree any
  variation required to set itineraries.

  Host Country Staff & Hazardous Activities

  If the visit will involve relying on staff from the host country to organise and run
  particular activities e.g. outdoor pursuits or other ventures that could be considered
  'risky' the experience and qualifications of these staff must be assessed against UK
  legislation and good practice guidance. If the arrangements form part of a package
  offered by the travel company it is desirable to check the company‟s track record with
  other organisations in the UK e.g. local authorities other voluntary groups. It would also
  be important to check with Risk Management at Headquarters what activities SC‟s
  insurance will cover.

  Phase Two – Detailed Organisation/Administration

  Supervisory Ratio – Accompanying Adults

  Careful consideration should be given to this point and the activities to be carried out
  should be properly evaluated, to ensure that sufficient staff are available for supervision
  at all times. To implement this, a ratio of staff to young people of at least 1 to 5 will be
  needed for visits abroad. However, the ratio should be lower where the children are
  younger or for groups that may be considered more 'challenging'. Many commercial tour
  operators now offer an automatic supervisory place ratio of one adult to ten paying
  young people. These supervisory places should only be available for members of staff or
  designated supervisory adults.

  At least two members of staff should accompany any group abroad, one of them clearly
  designed as group leader. A mixed group must be accompanied by male and female
  adults except where pupils are less than 11 years of age (i.e. year 6 and below) in which
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  case they may be accompanied by two female staff. The group leader should have
  substantial experience of work with young people and managers should be satisfied that
  there is sufficient experience and expertise in the staff team accompanying the group.

  Adults other than members of staff (e.g. parents/carers, youth workers, students on
  placement, foreign language assistants etc) may usefully accompany the group but the
  ultimate responsibility for the young people‟s welfare and safety lies with the staff
  involved and in particular with the designated group leader. Additional volunteers may
  only accompany the party as supervisors if they have no other commitment throughout
  the whole of the visit. Wherever possible, a second SC UK staff member should be
  designated as a deputy leader, be fully associated with the planning and organisation of
  the visit and be expected to take responsibility for the group in case of emergency.

  All staff and volunteers should be clearly briefed by the Party Leader so that role and
  duties and responsibilities are understood and accepted. All staff and volunteers should
  be aware of they‟re own role and duties, to ensure that they feel involved, are able to give
  adequate supervision, and recognise their duties and responsibilities in regards to the

  NB: It is important that all accompanying adults have been appropriately recruited and
  vetted as per the SC UK Child Protection Recruitment and Selection guidelines. See
  section 1.6 above for details.

  Group Composition /Parental Involvement

  Information by letter to parents about the proposed educational visit should, in the case
  of visits abroad lasting more than three days, be complemented by 'face to face' meetings
  with parent and carers of young people under the age of 18. This will provide an
  opportunity for them and SC UK staff to raise and clarify issues and ask and answer
  relevant questions etc. In rare cases where it proves difficult to arrange a 'face to face
  meeting then a telephone conversation should take place. It is important to carefully plan
  such a meeting or conversation to ensure that all of the relevant issues are addressed.
  Written information that includes the aims and objectives and detailed information about
  the plans, requirements etc of the visit should be prepared and given to the young people
  and their parents/carers (if applicable). Such written information should include details
  of insurance cover for the visit.

  Ground rules for the visit should be clearly established at an early stage. Details of how,
  or whether, children can contact their parents whilst away should be considered at this
  stage. Parental consent forms should be completed and relevant medical/diet details
  should be obtained in good time before the journey begins. Medical details need to be
  collected as close to when the trip takes place as possible so there are notes of illnesses
  prior to the trip and all of the immunisations that have been taken.

  The designated group leader must compile a full list of names, addresses and contact
  telephone numbers of parents/carers in case of an emergency and this should be left at
  the development team office. The APD should be informed of where this list is and in
  most instances will be the contact person. A copy of this list should also be left with a
  home based contact whose contact details should also be made available to
  parents/carers or next of kin of those taking part in the visit.

  The Group Leader should not be expected to take responsibility for a party or
  members of a party that he/she has serious reservations about.
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  Financial Arrangements

  If the involvement of a young person or volunteer will require a financial contribution
  from them, steps should be taken at an early stage to secure an initial deposit from party
  members and to allow for regular payment by instalments by agreed dates. Group
  Leaders will normally use existing financial systems, into which all monies are paid.
  Receipts and payments must be fully documented and the account details must be
  available for scrutiny by PSU and other internal and external authorities. Staff members
  should never – even temporarily – pay such money into his/her own account. When
  initially estimating the overall cost of a journey, it is best to include all expenses
  (including e.g. pocket money) and to give a realistic global figure to parents. A refund in
  the case of an over-estimate is always more acceptable than a supplementary charge.

  Pocket money should be discussed prior to the trip so a common amount or maximum
  can be discussed. It is extremely problematic when some of the young people have far
  more spending than others. Expectations can be very different of what parents expect
  children to bring back i.e. presents for members of the family.

  The best exchange rates for foreign currency are usually obtained in the country being
  visited. Where the visit will involve a need to pay large bills abroad, this is best done by
  Bankers‟ Draft or other non cash method of transaction. Payments should be made into
  properly designated accounts for agreed services. It is good practice for Group Leaders
  to have a contingency fund from which they could meet unexpected costs such as doctor
  or hospital services.


  Within European Community countries, reciprocal health insurance arrangements apply,
  It is important that parents should obtain a Form E111 (Certificate of Entitlement) in
  respect of their children from their local Benefits Agency or post office in good time
  before the journey begins. Group leaders should collect form E111 in respect of all
  members of the group so that they are readily available if required in the foreign country.

  NB: It is advisable to take photo-copies of Form E111 (together with the originals)
  when travelling to an EC Country. The original should always be retained by the Party
  Leader and a copy be given to authorities abroad (e.g. local sickness insurance office) if

  Where travel to a non European country is involved there is a facility to cover young
  persons aged up to their 19th birthday provided they are not participating in any
  dangerous activity such as abseiling. This insurance cover includes emergency medical
  expenses. Details must be advised to Risk Management prior to the trip abroad. SC UK
  staff and volunteers are also covered as long as a prior declaration is made to Risk
  Management by completing FOR_021: Notification of Overseas Travel Authorisation
  Form (Appendix 8).

  Passports and Visas

  During the planning stage of the trip, it is essential to check that all participant's hold
  valid passports. It is also essential to check whether visas or other documentation will be
  required for countries being visited or passed through. If travelling outside of major
  tourist areas, advice must be sought from the Foreign Office.
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  It would be good practice to take a photocopy of all participant's passports and relevant
  visas and thought should also be given to how to best keep these documents safe (eg. use
  of a hotel safe). Where older children are involved, it may be better to have them take
  responsibility for holding their own passports during travel.

  Collective Passports

  In rare instances it may be that a collective (group) passport is used, where this is the case
  remember that only UK nationals may be included. Check early, and carefully, on the
  nationality/place of birth of all young people and staff travelling with the group and
  remember that Passport Regulations change from time to time.

  In general, collective passports are valid for groups of between 5 and 50 children and
  young people under the age of 18, travelling abroad in the charge of a responsible leader.
  The Group Leader and deputy leader must be over 21 and should have a standard 10
  year British passport (not a British Visitor‟s passport). Other accompanying adults may
  carry a standard British passport or British Visitors passport. Young people who are
  ineligible for inclusion on the collective passport must have their own individual
  passport. Staff and young people who hold other than a British Passport may require a
  visa in some cases where this is not required for British passport holders. Check early,
  i.e. at least 6 months in advance, the passport and visa requirements for all members of
  the party. Where participants aged 16-18 (or who will become 16 by the date of return to
  the UK) are entered on a collective passport, they will additionally require Identity Cards.
  (For some countries, such cards are required for all pupils). Blank cards are supplied by
  the Passport Office for completion, with the addition of photograph and
  countersignature by the Head of Establishment (not Party Leader). These must be
  returned to the appropriate passport office with the application for a collective passport,
  cheque and supporting letter from the Head of Establishment.

  Travelling to areas of conflict or unstable security

  In the main, it is not advisable to arrange a visit to a conflict area where children may be
  placed at significant risk. However, on occasion it may be necessary or important for
  children to participate in an event being held in an area of conflict. In such
  circumstances, it is essential that every precaution is taken to ensure the risks are
  mitigated as far as possible. As well as the usual process of risk assessment, guidance
  must be sought from SC UK's staff security manual and detailed security briefings be
  obtained from International Operations/Emergency staff both in London and locally. It
  is also essential to contact Risk Management section in London Head Office to consider
  the need for additional insurance cover.

  The travel section of the Foreign and Commonwealth Office website contains the best
  and most up-to-date information for anyone planning a trip overseas. It deliberately
  focuses on the potential risks and problems involved in travel overseas.

  The World Wise Directory of the Suzy Lamplugh Trust gives information country by
  country to help prepare and plan for safe travelling. It gives an overview of security
  conditions and basic health, safety, visa and currency requirements as well as local codes
  of dress and behaviour.

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  Save the Children UK                                                                     GDN_015

  Additional Factors

  Exchanges and overseas visits normally operate within the context of a developing
  relationship between two institutions in which mutual trust and respect play an important
  part. Planning should be carried out systematically by the Group Leader with a reliable
  contact abroad, wherever possible known personally to him/her. As has already been
  indicated the support of the Programme Director and relevant APD in the whole
  enterprise is vital.

  The „Matching‟ of young peoples' experience and expectations is the key to a successful
  exchange and should be given sufficient time and thought. It is a sensitive task, for which
  clear criteria should be agreed, and the young people taking part should be fully and
  centrally involved in the development of the exchange/visit. Details of the exchange visit
  should be agreed beforehand, as should reciprocal arrangements for visits, excursions etc.

  It is important that accompanying staff get to know all the young people in their charge
  before leaving (ideally they will have attended a residential event before the overseas

  As with events in UK, full account needs to be taken of cultural diversity. This entails
  addressing any particular needs within the group, and also considering the particular
  context within which children will be living as part of the visit that may raise other issues.
  Section 2, Planning and Process offers general guidance in this area.

  Advice on reasonable levels of pocket-money is usually asked for and welcomed by
  parents a general estimate should be worked out taking into account the particular
  countries cost general cost of living.

  Phase 3 – Final Checks

  Clothing, Luggage, Valuables and „Prohibited Items‟

  The Group Leader will be in charge of a large number of items such as tickets, collective
  passport, traveller‟s cheques and cash. It would be sensible to divide these and other
  valuable items between staff/adults in the party. Contact the airline in advance to see if it
  is possible to arrange a group check-in.

  General: Check maximum weight and number of bags allowed by airline or tour
  operator. For younger children, a „kit check-list‟ can be stuck inside lid case. It may be
  appropriate to ask parent/carer to conduct a „trial trek‟ with fully laden cases etc. the
  evening before departure – port transfers etc., may involve long walks with little time for
  their completion!

  Warn the party well before the date of departure about any customs restriction e.g. young
  people under 17 excluded from allowances for duty-free drinks, tobacco and fireworks.
  Group Leaders must ensure that all members of the group are aware that under no
  circumstances should packages be carried for third parties. Additionally, luggage must
  never be left unattended and that there are restrictions on the kind of items that may be
  carried in hand luggage, such as nail scissors, tweezers and nail-files. Ensure that all
  participants have packed their own bags and can answer affirmatively to the question
  „Did you pack the bags yourself?‟.

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  Travel Tickets, Passport etc.

  Wherever possible, these should be held by the Group Leader and given out to young
  people for the shortest possible time. Before leaving for the port/airport, accompanying
  staff should check that for all members of the group they hold the relevant insurance
  documents, parental consent forms, medical certificates as appropriate, Form E111,
  travel tickets, passports and visas, where required. If a passport is lost, contact the local
  police and the British Consul, who can issue emergency travel document.

  Medical Precautions

  The Group Leader must ensure that participants and their parents are informed of any
  inoculations or immunisation treatments that are required or advised for particular
  countries and ensure, via a medical consent agreement or similar, that these have been
  carried out. The Group Leader should be aware of any particular health risks associated
  with the countries being visited, including Malaria, HIV/AIDS, and brief the party as
  appropriate. Young people must be advised to visit their own GPs for advice on what
  immunisations and other preventative treatments are right for them, given the country
  that will be visited.

  Sporting and Recreational Activities

  The rules that apply to recreational activities undertaken in the UK should apply
  when abroad too.

  Swimming: Where swimming activities are planned, leaders must ensure that they select
  safe areas that are ideally supervised by professional life guards. Where such supervision
  is not available, check locally that it is safe to swim in that area and nominate a suitably
  qualified/competent member of the adult group to take on those life guard duties. It may
  be that a qualified instructor or lifeguard is taken with you as staff.

  Motorbikes and Mopeds: The Laws abroad governing motorbikes and mopeds are often
  very different from the UK. In many countries, crash-helmets are frequently not worn
  and young people as young as 12 can ride mopeds. A clear policy, of which parents are
  aware, must be established. This must include a minimum age requirement, e.g. in line
  with UK restrictions only those 16 years and over would be allowed to use mopeds and
  the wearing of crash helmets be compulsory.

  Hazardous Activities: As within UK, SC UK does not endorse potentially dangerous or
  high risk activity. The same guidance as contained in Section 1 under 'Duty of Care ',
  'Health and Safety' and 'Insurance' applies.

  Skiing: If group members on an exchange visit ski at the invitation of the host group, the
  insurance cover may be rendered invalid. It is essential that Group Leaders contact Risk
  Management, or the particular company responsible for cover, for clarification.

  Briefing – Local Factors

  Groups should be carefully briefed beforehand about changes of diet, which may cause
  minor illness and the potential effects of changes in climate. It is advisable to stress the

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  importance of hygiene, drinking water, careful eating habits and food allergies. Cultural
  etiquette and being aware of risks should be discussed with the group.

  Cultural attitudes and the law regarding alcohol may be very different from the UK. Be
  aware of them and establish an appropriate policy. Additionally, the different cultural
  background is important and groups should be aware of behaviour that may be
  misinterpreted. This may include cultural sensitivities around dress, for example.

  Great emphasis should be placed on traffic risks abroad, particularly when crossing
  roads. Work should be done on this before the visit, with reminders when in the foreign
  country (eg mandatory use of recognised crossings). Young children should not be
  allowed to cross roads unsupervised in the early stages of the stay.

  With exchange groups, potential problems of homesickness should be discussed in
  advance. Instructions should be given regarding telephoning home but parents should be
  told that too frequent telephoning by them can increase homesickness. As a precaution,
  the phone numbers of families and the Group Leader should be available to all people
  involved in the exchange.

  Supervision of Young People on the Journey and in Foreign Centres

  Accompanying staff must accept responsibility for the good behaviour of their groups
  both on the journey and while abroad.

  It will greatly ease supervision if each accompanying adult takes responsibility for a sub-
  group, with the Group Leader or deputy being personally responsible for any young
  people who might create difficulties. Each sub-group leader will naturally have a list of
  the young people in his/her group, while the Group Leader has a complete list, which
  may be augmented by a card for each person giving personal details and including a
  passport sized photograph. Either the sub leader should carry the health forms or they
  should be stored centrally. If a member of the party should go missing the local police
  would then have some concrete details to work from. Impress on everyone that if lost
  they should go for help to a public building (shop/museum) or find a person in uniform
  such as a police officer and not approach passers-by in the street.

  Emergencies – The Duty Officer System

  Managers must ensure that a home based contact (for minor problems) and a 'duty
  officer' (serious incidents) are identified. The duty officer should have sufficient
  experience and status to be supportive of the Group Leader.

  Support from the British Consul

  The Group Leader should, before the visit commences, obtain from the Foreign Office,
  London (Monday to Friday, telephone 0207 270 3000) the address and telephone
  number of the British Consul. This will assure help from an English speaking person
  with knowledge of local services and regulations and access to emergency funds. It may
  be useful to make contact prior to the start of the visit just to touch base. In the event of
  death or serious injury to any member of the party, the British Consul should be
  contacted immediately. He/she will inform the Foreign Office, which has a 24 hour open
  line service. Consideration should also be given to children travelling on passports other
  than British, for example, Irish. Similarly, prior to the trip, the Group Leader should
  follow the same process as described above.
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  The travel section of the Foreign and Commonwealth Office website contains the best
  and most up-to-date information for anyone planning a trip overseas. It deliberately
  focuses on the potential risks and problems involved in travel overseas.

  The World Wise Directory of the Suzy Lamplugh Trust gives information country by
  country to help prepare and plan for safe travelling. It gives an overview of security
  conditions and basic health, safety, visa and currency requirements as well as local codes
  of dress and behaviour.

  Medical Treatment

  In the case of a medical emergency in a European Community country, full use should
  be made of Form E111 reciprocal health insurance arrangements but these may still
  require payment to be made for medical treatment, with all or part of the cost being
  reclaimed subsequently. A substantial cash float (in foreign currency) should always be
  available for this purpose.

  NB: Where medical treatment is given abroad, it is essential that duplicate copies of all
  doctors‟ letters, ambulance certificates, bills (e.g. for medicines), vouchers, hospital
  admission forms, blood transfusion certificates etc., should be kept for the UK insurers.

  In the event of an accident or illness, phone the 24 hour medical emergency help line.
  The number is contained on the „24 Hour Medical Assistance Service‟ wallet sized plastic
  card that will be provided by Risk Management prior to the trip. This will be in place
  when SC UK insurance cover applies.

  If it is necessary for a sick or injured person to be separated from the remainder of the
  group, for example, to receive hospital treatment, one of the adults who is accompanying
  the group should always remain with the sick or injured person.

  If an illness or injury is serious or likely to involve the patient in a lengthy hospital stay
  abroad, then a parent should be brought out. Your insurance cover must include this 24
  hour emergency provision.

  Timing for Key Activities

  The following list includes key points that will be common to most ventures, but must
  not be read as definitive, as the requirements of individual exchanges and visits will

  Do plan well in advance, normally at least one year ahead.

  However, maintaining enthusiasm amongst young people, parents or sponsors over too
  long a period is difficult.

  18 months ahead

  First steps

  - Find exchange group / host agency or study tour company‟s/agent‟s literature and
  decide on visit.

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  Getting support

  -   Approach other staff, e.g. APD/Programme Director of other development teams
      (describe aims of visit, its potential value to participants and the organisation).

  -   Secure any necessary approval.

  -   Investigate possible sponsors

  Background Information
  - Exchange full background details with exchange group/host agency and speak to
     other parties who have previously used the agent/tour operator, visited the host
     country or who have had contact with the host group.
  - In the case of exchange visits, a preparation visit should be considered in order to
     allow for liaison and planning in conjunction with the host/s

  - Choose age group, depending on aims of visit.
  - Decide on numbers.
  - Decide on length of visit and dates.
  - Arrange a balanced team of suitable staff for the visit
  - Agree financial arrangements, cost – including contingency and administration.
  - Agreement with exchange partners on the trip aims, responsibilities of each partner
  and any future goals (eg. return exchanges)

  - Prepare a written statement for discussion and agreement with senior managers.
     These should be developed in conjunction with the young people taking part in the
     exchange/visit and include: aims, membership of party, staff, dates, travel and
  - Seek written approval from senior managers where appropriate before any deposits
     are paid.

  - Design application form and explanatory letter to parents/carers/young people.
  - Make arrangements for any collection of monies.
  - Agree timescale for payment of deposits and instalments to end well before
     departure/due date.

  9 months – 6 months ahead

  Arrange publicity/launch of visit with support of colleagues and young people taking

  Selection of Group
  - Read applications and select group.
  - Investigate sources of finance for disadvantaged young people.
  - Issue letter confirming visit will go ahead.

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  Follow up
  - Issue personal details form to young people
  - Complete initial arrangements with exchange group and/or travel company/agent,
      taking advice from SC UK departments and International Operations colleagues as
  - Complete arrangements for sponsorship.

  6 months ahead

  -   Issue updated materials – letters, new publicity to maintain momentum.
  -   Build visit and background into planning meetings and preparation sessions including
      specific activities for the group.
  -   Determine the passport and visa requirement of all members of the party, especially
      the arrangements for those staff and young people who hold other than British
  -   Check passport and visa arrangements and make necessary applications.
  -   Book transport.
  -   Where possible make preliminary site visit.

  3 months ahead

  Involve parents/carers

  – Where possible meet with parents to brief them on visit and introduce them to staff
    and volunteers taking part in the exchange/visit.
  - Issue emergency parental consent forms and contact forms for completion and
    packing lists.
  - Seek professional advice as to what immunisations are required for the
    country/countries to be visited. It may be necessary to start an immunisation
    schedule at this point.
  - Issue programme and discuss planned activities – use photographs and slides if
  - If sharing transport with overseas group or hiring transport, check the necessary
    authorisation and insurance has been sought and confirmed.
  - Obtain documentation – passports, insurance, E111 forms.
  - Check availability of – resources, stationery, equipment, first aid, foreign currency.
  - Full financial check – payments due from group members etc., and that all necessary
    payments have been made to agents etc.
  - Check insurance cover is already in effect, to cover possible cancellations.

  1 month ahead

  – Collect all outstanding monies.
  – If required order all foreign currency.
  – Assemble and check papers, tickets, emergency form for groups and home contact,
  – Seek professional advice if anti-malarial drugs are required.
  – Arrange regular meetings with staff going.
  – Check security status of country and identify controls required for protecting
    personal safety
  – Final check of travel and accommodation.
  – Final check of arrangements with Head of Establishment.
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  – Check arrangements for emergency procedures.

  On return

  – Prepare report for managers/other senior colleagues and for the benefit of other
    colleagues more generally.
  – Close financial accounts.
  – Deal promptly with any insurance claims, complaint and accident reports.
  – Write letters of thanks.
  – Debrief young people and collect their comments
  – Design a programme of follow-up work/activities
  – Set up event or write up the experience for display and presentation of the outcome
    of the activity for a wider audience. This will include souvenirs, photos, slides and
    other relevant materials.

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  Useful Contacts at Save the Children UK

     Child Protection Manager
     Risk Manager
     Health & Safety Advisor
     Staff Health Officer
     Insurance and Risk Officer

  Save the Children Reference Documentation (available via SC intranet)

     PRO_001: Procedure for Reporting Accidents, Incidents and Near Misses
     GDN_025: Food Safety: Guidance on Catering from Home
     POL_001: Health & Safety Policy
     FOR_023: Young People at Work Risk Assessment Form
     GDN_008: Ensuring Safety Competence of Event Organisers and Contractors at
      Fundraising Events
     FOR_011: Health and Safety Questionnaire Form – Events
     Child Protection Policy – Working Better with Children
     Principles and Procedures for Child Protection Recruitment and Selection
     Car Safety Policy
     Drivers Safety Handbook
     Interviewing Children – A Guide for Journalists and Others
     Information contained on the Risk Management and Insurance intranet site.

  Relevant Legislation

     The Protection of Children Act
     The Management of Health and Safety at Work Regulations 1999
     The Health and Safety at Work etc. Act 1974
     The Adventure Activities Licensing Regulations 1996
     The Activity Centres (Young Persons Safety) Act 1995
     Misuse of Drugs Act
     Sexual Offences Bill
     The Food Safety Act 1990 and Food Safety (General Food Hygiene) Regulations

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  Useful Information Sources

  Health & Safety Executive:
  HSE Infoline
  Tel: 08701 545500
  Fax: 02920 859260
  (Infoline is HSE's public enquiry contact centre providing rapid access to HSE's
  wealth of health and safety information, and access to expert advice and guidance)

  Tackling Drugs
  The cross government website provides information on drugs and
  drug related issues. Links are provided to a wide range of UK and national
  organisations and Drug Action Teams (DAT). These organisations are located
  throughout the UK and provide advice, guidance and information at a local level.

  Additionally, the Department of Health has a resource for professionals and
  managers to help in the delivery of drug prevention and treatment services.

  The National Youth Agency
  17 - 23 Albion Street
  LE1 6GD
  PhoneSwitchboard - 0116 285 3700
  Enquiry Desk - 0116 285 3787
  E-mail: The NYA -
  Enquiry Desk -

  Adventure Activities Licensing Authority
  17 Lambourne Crescent
  Cardiff Business Park
  CF14 5GF
  Tel: 029 2075 5715 (press enquiries)
  Web site:

  Useful Publications:

  The Event Safety Guide – A guide to health, safety and welfare at music and similar
  Available from HSE Books. ISBN 07176 2453 6

  Travelling Abroad (2nd Ed) Girl Guiding UK
  Available from

  Foreign and Commonwealth Office website :

  The World Wise Directory of the Suzy Lamplugh Trust:

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  Child Protection: useful addresses

  A children’s helpline which offers counselling and advice for children and young
  people who are suffering abuse or bullying. Ph: 0800 1111

  Contact A Family
  Supports parents who have children with a disability. National office ph: 020 7383

  The Family Rights Group
  A national organisation which works to improve law and practice with regard to
  families. Ph: 020 7923 2628.

  An organisation offering support to lone parent families. The national organisation
  can put you in touch with your local group. Ph: 020 7240 0953

  Offers advice, information, training and publications on child abuse and on bullying.
  Ph: 020 7730 3300.

  A national voluntary organisation concerned with protecting children from abuse.
  The NSPCC runs a Freephone Helpline 0800 800 500. This helpline is open 24
  hours a day, and every day of the year. If you have a concern about a child, whether
  your own or someone else’s, they will be happy to either advise or direct you on to
  other sources of help.

  A national organisation offering information and advice to anyone concerned about a
  child (or adult) with learning difficulties who may be involved in abuse. They can be
  contacted on Ph: 0115 951 5400.

  Offers telephone advice and a network of local self-help groups. They can be
  contacted on 01702 559 900 as a helpline for parents under stress. This national
  contact point can put you in touch with your nearest local support.

  Social services or social work departments: titles of agencies responsible for child
  protection are different in different parts of the UK. Contact details can be found in
  the local authority listings in the local telephone directory.

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                                                           APPENDIX 2: RISK ASSESSMENT FORM

             Activity            Hazards                           Who might be   Existing Control   Assess Risk, consider Control      Assessor’s
                                      (something that                                Measures             Measures, Identify             Signature
                                      can cause harm)
                                                                                                     Further Action needed

     Copy this page as often as required for the Risk Assessment being undertaken
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                            FOR USE IN U.K.

   To be completed by the affected person or their representative and signed by
   the line manager or manager with responsibility for the workplace concerned.

   PART A - Details of the injured person and particulars of occurrence

    1      Name of affected person:
    2      Address and telephone number:

    3      Is the injured person: Staff             Volunteer       Visitor   Customer     Other(specify)

    4      Age if under 18:                                 5     Male/Female
    6      Location of occurrence:
    7      Date of occurrence:                              8     Time of occurrence:
    9      Describe the accident/incident, giving the cause if possible and using a
           continuation sheet if necessary:

    10     Please state nature and extent of any injuries, illnesses:

   PART B - Actions taken following accident/incident

    11     Was any first aid given: Yes/No
           if yes, please give details including who administered the first aid

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    12     Was any medical treatment obtained? Yes/No
           If yes, please give details

    13     Is this a RIDDOR event? Yes/No
           (See Section 3.4 of Accident, Incident and Near Miss procedure if in doubt)

           If yes, please ensure that it is reported to the Risk Management team within 2
           working days of the event
    14     Witnesses - where the severity of the event is NOT minor
           Please provide names and addresses of any witnesses to the occurrence and
           attach any statements that you have obtained from them.

            Name:                                                     Name:
            Address:                                                  Address:

    15     Please give details of action taken to prevent a recurrence of the
           accident/incident - include revising any risk assessments, training, building
           works etc.

   PART C - Details of the person completing this form

   Job title, if applicable:..................................................... Date:....................................

   Signed by the line manager or manager with responsibility for the workplace
   where the event occurred:


   Job title:.................................................................…… Date:.....................................

   Please send to the Risk Management Team at 1 St John’s Lane, Farringdon.

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    ACTIVITY/ EVENT:                                          DATE:

    EVENT DIRECTOR:                                           PROJECT MANAGER:

    COMPANY NAME & ADDRESS:                                   PROVIDED SERVICE:


    1    Please specify how long the company has been continuously trading:

    2    Please provide details of past work experience in similar events, including names and details of
         previous clients:

    (Use separate sheet if necessary)

    3    How many people are employed, including direct labour and temporary and contract workers?

    4    Please provide details of any sub-contractors that will be used for this event:

    5    Please provide the names of the company directors and their job functions:

    6 Please provide details of any convicted offences under health and safety or environmental
         protection legislation (including any cases pending):


    7    Who is the most senior person in your organisation having responsibility for health and safety?

         (Please attach a copy of the Health and Safety Policy)

    8    Who provides advice on health and safety to your organisation?

    9    Is the role full or part time?           FULL/PART (delete as required)

    10 If part time, what other function is managed?

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    11 Does your safety policy document set standards of health and safety that you intend to achieve?

         YES/NO (delete as required)


    12 Do you have a system of safety audits?          YES/NO (delete as required)

    13 If yes, are they in-house or external?

    14 What interval is there between safety audits?


    15 What procedures do you have for developing and implementing health and safety plans? Include
         details of where these are laid down?

         (Please attach a copy of the site safety plan for this event)

    16 Have you established written safe systems of work or method statements for all hazardous
       activities undertaken by your staff for this contracted work?

         YES/NO (delete as required)

         (Please attach a copy of the method statement for this event)

    17 What arrangements do you have for monitoring compliance with health and safety legislation?

    18 What procedures do you have for carrying out risk assessments?

         (Please attach a copy of the risk assessment for this particular event)

    19 Do you operate any permit to work systems?

         YES/NO (delete as required)

    20 If yes, what subjects do they cover?


    21 Do you have a written company instruction on accident reporting?

         YES/NO (delete as required)

    (Please attach a copy of the policy & details of accidents reported under RIDDOR 1995 in last 5 yrs)

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       22 What health and safety training is given to your staff and up to what level of management is it

       23 How is your safety policy implemented within the organisation and how is it communicated to all


       24 What are your procedures for the selection and appointment of sub-contractors?

       25 How do you assess the health and safety competence and performance of your sub-contractors?


       26 What is the name of your Insurance Company?

       27 What is your maximum level of cover?

       28 Please provide details of your Employers’ Liability Insurance.

       29 Please provide details of your Public Liability Insurance.

       (provide copies of relevant certificates as necessary)

   Please attach:

        A copy of your health & safety policy;
        The CV of the person with delegated responsibility for health & safety;
        A Site Safety Plan;
        A copy of your method statement applicable to this contracted work;
        A copy of your risk assessment for this event;
        A copy of your company's record of notifiable accidents over the last 5 years;
        A copy of your company's instructions on accident reporting.

   Completed by:

   Name ..................................... Position ................................   Date...................

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   Save the Children UK                                                           GDN_015

                                   SAVE THE CHILDREN UK

                                      ADVENTURE ACTIVITIES

   Adventures or Challenges can be dangerous or risky because of the hazards they
   include. Certain laws have been implemented to ensure that adequate levels of safety
   control are followed. SC must ensure that the event is only undertaken if all legal
   requirements are met.

   The relevant Legislation is 'The Adventure Activities Licensing regulations 1996' which
   is predominantly aimed at those organisations who run adventure activities as a
   business. Namely the type of company that we would contact to help us undertake an
   event by using their facility. A main requirement of the Regulations is that most of
   these activities need to be licensed. If a Charity decided to organise such events they
   probably would need a licence.

   This relates primarily to the following types of adventure activities:

       Water Sports - canoeing, windsurfing, rafting, small boat sailing activities on the
        sea or non-placid inland waters

       Caving and potholing - underground exploration in natural caves and mines

       Climbing - climbing, traversing, abseiling and scrambling activities over difficult
        terrain (purpose-designed man-made structures i.e. abseiling towers or climbing
        walls not included)

       Trekking (walking, running, pony trekking, mountain biking, off-piste skiing and
        related activities when done in remote moor or mountain country i.e. over 30
        minutes travelling time from the nearest road or refuge)


       In simplistic terms 'any organisation who provides facilities for adventure activities
        in return for payment to a young person under 18

       A licence will still be needed even if the instruction or leadership element of the
        facilities is nominally free, but not available to people who have not paid for
        transport, catering accommodation or some other part of a provider's package


       Licences are issued by the 'Adventures Activities Licensing Authority Authority',
        they can also be contacted for advice about companies who are registered as
        licence holders

        Adventures Activities Licensing Authority
        17 Lambourne Crescent,
        Llanishen, Cardiff, CF4 5GG
        Tel - 01222 755715      Fax - 01222 755757
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   Save the Children UK                                                          GDN_015


       These regulations do not extend beyond Great Britain (England, Scotland and
        Wales and their territorial waters), so any adventure activity carried out in Northern
        Ireland, the Isle of Man, the Channel Islands or elsewhere outside Great Britain is
        not subject to licensing.


       Whenever SC UK is involved in an event, an enquiry needs to be made to each
        company/ organisation/ individual responsible for the activity. To ask if they are
        licensed or have applied for a Licence under The Adventure Activities Licensing
        Regulations 1996

       When a SC UK organiser asks if they have a license, deal with the possible
        responses in the following way:

    Yes, the company is licensed - ask for a copy of the current licence

    Licence has not yet been applied for - do not proceed with the Adventure
     Activity Provider - contact another company who can provide the service with proof
     of a licence.

    Licence has been applied for - do not use until the licence has been granted

       The above control must form part of pre-events checklists and apply to events:

    Organised by SC UK
    Held jointly with others
    Organised by others on behalf of SC UK

       Checking for a licence should be done at the same time as you review the
        companies contract and their Public Liability Insurance (Minimum £10m). Copies
        of licence, contract and Public Liability Insurance should be kept on file.


       As part of extra proof of the competence of the company you choose to provide
        the 'Adventure Activity', you should ask if the people who will be supervising the
        activity have the relevant recognisable qualifications to prove their competence in
        their field of expertise.

       There are many Professional Bodies who issue qualifications in all areas of
        adventure activities - for example:

    BASI - British Association of Ski Instructors
    NCA - National Caving Association
    UKMTB - United Kingdom Mountain Training Board

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   Save the Children UK                                                          GDN_015

       Also be satisfied that the number of qualified personnel who will be available at the
        event is adequate for the number of people taking part.


       If you activity is outside the scope of the licence but similar to those described
        under the regulation or in an excluded territory, then it is recommended that the
        above guidance should be adopted as 'best practice' wherever possible.

   Relevant                  The Health and Safety at Work Act 1974
   Legislation               The Management of Health and Safety at Work Regulations 1999
                             The Adventure Activities Licensing Regulations 1996
                             The Activity Centres (Young Persons Safety) Act 1995

       To successfully run an event a thorough risk assessment of the proposed activity
        should be undertaken which includes:

   1. That all potential hazards created by the activity have been identified
   2. That it has been decided exactly who might be harmed and how
   3. That the level of risk has been established and that there are adequate safety
      precautions in place to prevent anyone being harmed
   4. That the assessment is a 'live' document and that it is updated and changed as the
      plans for the activity get near the actual event
   5. That it is filed after the event as proof that the assessment was done to a suitable
      and sufficient standard. The forms must be held locally and kept for a minimum of
      seven years.

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   Save the Children UK                                                               GDN_015


   This form must be completed by a parent/carer with parental responsibility before
   their child can participate in the planned residential trip, activity or event.


   Journey/visit to:



   Planned activity:

   I agree to my child …………..…………….………. (name) taking part in the above
   mentioned visit and agree to his/her participation in any or all of the activities

   Signed:             ………………………………….                             Date: …………………………

   Name of child:

   Home Address:

   Telephone no:

   Date of Birth:                                                    Age:

   Passport Number (if required):

   Name and details of parent/carer: (if different address from above):

   Parent/Carer's Tel No: (Home) …………………….…… (Work): ………………….…..

   Name of School/group/organisation:


   Name of Doctor:

   Doctor’s Address:

   Medical Number:

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   Save the Children UK                                                                 GDN_015

   1. Does your child suffer from any conditions requiring special medical treatment,
      including medication, if yes please give details below:

   2. Is your child allergic to any medication?

   3. To the best of your knowledge, has your child been in contact with any contagious or
      infectious diseases or suffered from anything in the last four weeks that may be or
      become contagious or infectious? If yes, please give brief details below:

   4. Do you consent to your child swimming as part of organised activities?            Y/N

   5. Does your child have any special dietary requirements? If yes, please give details

   6. Does your child have any special cultural requirements or lifestyle preferences? If yes,
      please give details below:

   7. Has your child received a tetanus injection in the last five years?

   I undertake to inform the co-ordinator/group leader as soon as possible of any
   change in the medical circumstances between the date signed and the
   commencement of the residential trip.

   We would appreciate an alternative contact name and details (in case of emergency)

   Contact name:

   Relationship to child (e.g. neighbour, aunt etc):


   Telephone no:

   Any other comments or information you feel may be useful:

   I give permission for leaders to seek professional medical help for my child in case
   of an emergency:

   Signed:           ……………………………………. Date: …………………………
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   Save the Children UK                                                                         GDN_015


   Provide basic information on the event or activity and what will be included:
   (eg. A group of young people meeting on SC premises; A large fundraising event etc):

   Start Date & Time:                                      Finish Date & Time:

   Is the activity a regular one (e.g. a weekly meeting at the same venue each time) ?

   If yes, a generic risk assessment can be used.
   If no, an independent risk assessment must be completed.

   Provide a brief description of the venue:

   Venue contact details:

   Contact Name:                                                  Contact Phone:

                                   Activity Co-ordinator’s Details:


   Job title:                                                     Date of form completion:

   Main Work address:

   (Attach a full list of all staff members that will attend the event.)

  Provide below a full list of all young people attending and detail any special
  requirements highlighted on the relevant Registration/Consent and Health forms.
 Young persons           Special requirements as stated on the Registration / Consent &
 Name                    Health Form:

   Attach a copy of relevant forms (contact the parent for more information if needed).

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   Save the Children UK                                                                       GDN_015


                   Business travel of less than three months (90 days) duration

   Please note this form must be submitted in advance of travel. Failure to do so could result in
   the traveller not being covered under SCUK’S insurance policy.




    STATUS: (e.g. SC staff, SC contractor/consultant or Independent consultant/contractor)





    Country(ies) to be visited:

    Dates of Business Travel
                      From:                                       To:

    Dates of Holiday Travel
                      From:                                       To:


    If this form is submitted electronically, has Line Manager approved?              Yes / No
    Does the traveller need Overseas Medical emergency Procedure Card?                Yes / No
    Does the traveller need insurance induction?                                      Yes / No

   Form Completed by:                                                   Date:

   Notes:            Details of cover can be found on the Risk Management Intranet site under
                     ‘Business Travel’
                     If you are carrying SCUK laptops or other equipment an excess of £1,000 applies.

   Staff:            Adding holiday travel to their business travel should be covered by additional
                     insurance. This can be purchased from SC via Risk Management. A cheque must
                     be received well before departure. Refer to Intranet or Contact 020 7012 6484 for

   Consultants:      Adding holiday travel to their business travel must check their contract to confirm
                     how many days are included. Any extra days taken in excess of their contract
                     should be covered by additional insurance.

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