Organising your own Trials & Tribulations challenge doesn’t require you to become a legal expert, but there are some important basics to cover to keep everyone safe and protected. The requirements vary depending on whether you’re organising for family and friends, a community group, or a larger organisation.
The basics everyone needs
Insurance is essential
Even for small, informal groups, you need public liability insurance. This protects you if someone gets injured or if there’s property damage during your event.
- For family and friends (up to 10 people): You might be covered by existing home insurance, but check with your insurer first
- For community groups (20+ people): You’ll need specific event insurance, usually around £100-200 for basic coverage
- Most insurance companies offer simple event insurance – just call and explain what you’re doing
Get permission for locations
If you’re using anywhere other than private property:
- Public parks usually need permission from the local council
- Common land or footpaths are generally fine for walking groups
- Private venues (like assault courses) will have their own insurance requirements
For family and friends groups
Keep it simple
With close family and friends, your main concerns are:
- Basic safety planning and first aid
- Making sure everyone knows what’s involved
- Having emergency contact information
- Checking your home insurance covers group activities on your property
What you don’t need
- Complex risk assessments (though thinking through safety is always wise)
- Professional qualifications for leaders
- Detailed contracts or legal documents
- Expensive insurance policies
For community groups (halaqas, madrasahs, etc.)
What you’ll need
- Public liability insurance (£2-5 million coverage)
- Basic written plan of your activities and safety measures
- Clear information for all participants about what’s involved
- First aid kit and someone with basic first aid knowledge
- Emergency contact details for all participants
Permissions and bookings
- Check if your mosque or community centre has insurance that covers your activities
- If using external venues, they’ll usually require proof of your insurance
- For walking on public land, you generally don’t need special permissions for groups under 30
Simple documentation
You don’t need legal contracts, but keep simple records of:
- Who’s taking part and their emergency contacts
- Any important health information
- What activities you’re planning and basic safety measures
For larger charity organisations
Additional requirements
If you’re running events for 40+ people or as a registered charity:
- May need event licenses depending on location
- Enhanced insurance requirements
- More detailed risk assessments
- Possible DBS checks for anyone supervising young people
- Compliance with charity regulations for fundraising
Getting insurance
What to look for
Call insurance companies and explain you’re organising a charity challenge involving:
- Walking in countryside/public spaces
- Basic obstacle course activities (if applicable)
- Overnight accommodation (if applicable)
- Fundraising for charity
Typical costs
- Small community event insurance: £100-300
- Larger event coverage: £300-800 depending on numbers and activities
- Many insurers offer “community group” or “charity event” packages
Easy options
- Try specialist event insurers who understand community activities
- Some mosque or community organisations have annual policies that might cover your event
- Ask the venue you’re using – they might offer combined insurance
Health and safety requirements
What’s actually required
- Basic risk assessment (thinking through what could go wrong and how to prevent it)
- First aid provision appropriate to your group size
- Emergency contact procedures
- Clear safety briefings for participants
What this looks like in practice
- Walk your route beforehand and note any hazards
- Have a first aid kit and someone who knows basic first aid
- Make sure everyone has emergency contact details
- Brief everyone on safety before starting activities
Working with venues
Questions to ask
- What insurance do you need to hire their facilities?
- What safety equipment do they provide?
- What are their emergency procedures?
- Do they have any specific requirements for groups?
Get it in writing
Simple email confirmation covering:
- Dates, times, and costs
- What’s included (facilities, equipment, supervision)
- Cancellation policies
- Insurance requirements
Money matters
Handling funds
- Keep clear records of money collected and spent
- Use a separate account for event funds if possible
- Be transparent with participants about costs and charitable donations
- Keep receipts for everything
Fundraising regulations
- If collecting money for registered charities, you usually don’t need special licenses for small amounts
- Be clear about what percentage goes to charity versus covering event costs
- Check if the charity has any requirements for fundraising in their name
Practical steps to get started
- Contact your insurance company or broker – explain what you’re planning and get a quote
- Check with your venue – understand their requirements and procedures
- Plan your basic safety measures – first aid, emergency contacts, route planning
- Create simple information for participants – what’s involved, what to bring, safety basics
- Keep basic records – who’s coming, emergency contacts, any important health information
Red flags to avoid
Don’t proceed if:
- You can’t get appropriate insurance
- The venue has serious safety concerns
- You don’t have anyone with basic first aid knowledge
- Participants seem unclear about what’s involved
- Weather or other conditions make activities genuinely dangerous
Getting help
Where to find advice
- Local council events teams can advise on permissions and requirements
- Insurance brokers can explain coverage options
- Other community groups who’ve organised similar events
- National organisations supporting community activities
When to get professional advice
Consider professional help if:
- You’re organising for more than 50 people
- Using complex or high-risk activities
- Handling large amounts of money
- Unsure about legal requirements
Remember, the legal requirements exist to protect everyone involved. Most are common sense safety measures you’d want to take anyway. The key is being thoughtful about safety and transparent with participants, not perfect paperwork.
Start simple, be honest about what you’re doing, and don’t let legal concerns stop you from organising meaningful experiences for your community. Most insurance companies and venues are helpful when you explain you’re organising a charitable community event.