Risk assessments

Risk assessment sounds scary and official, but it’s really just thinking through what could go wrong and how you’ll prevent it or deal with it. For your Trials & Tribulations challenge, you don’t need to become a health and safety expert, but you do need to think through the basics to keep everyone safe.

What a risk assessment actually is

It’s structured common sense

A risk assessment is simply:

• Looking at what you’re planning to do
• Thinking about what could go wrong
• Deciding how likely problems are and how serious they could be
• Planning how to prevent issues or respond if they happen

Why you need to do it

• It helps you spot problems before they happen
• Shows participants and their families that you’ve thought about safety
• May be required by your insurance or venues you’re using
• Gives you confidence that you’re prepared for issues that might arise

Different approaches for different groups

Family and friends (up to 10 people)

Keep it simple:

• Walk your planned route beforehand and note any obvious hazards
• Think about the fitness levels and health conditions of your specific group
• Make sure someone has basic first aid knowledge
• Have emergency contact details for everyone
• Write down your main safety concerns and how you’ll handle them

Community groups (20+ people)

Be more systematic:

• Document your safety planning more thoroughly
• Consider a wider range of potential issues with a larger group
• Have clear roles for different people in your team
• Plan for different scenarios and how you’ll communicate with the group
• Keep records of your risk assessment for insurance purposes

Larger events (40+)

Take it more seriously:

• Conduct formal written risk assessments
• Consider getting professional advice or training
• Have detailed emergency procedures
• Ensure multiple people understand the safety planning
• Review and update your assessment based on experience

Key areas to think about

The physical activities

For each activity, consider:

• What injuries could happen (slips, falls, cuts, exhaustion)
• Who’s most at risk (less fit participants, people with health conditions)
• How you’ll prevent problems (safety briefings, supervision, appropriate equipment)
• What you’ll do if someone gets hurt (first aid, emergency procedures)

Environmental factors

Think about:

• Weather conditions and how they might change
• Ground conditions (mud, uneven surfaces, water hazards)
• Getting lost or separated from the group
• Wildlife or plants that could cause problems
• Access for emergency vehicles if needed

Participant-related risks

Consider:

• Different fitness levels and physical abilities
• Health conditions that might affect participation (especially with fasting)
• People who might struggle emotionally with the challenge
• Group dynamics and potential conflicts

Venue and facility risks

For each location:

• Building safety and emergency exits
• Facilities for changing, eating, and sleeping
• Storage and security for belongings
• Transport and parking arrangements

Simple risk assessment process

Step 1: List the hazards

Walk through your entire event and write down everything that could potentially cause harm:

• Physical hazards (obstacles, uneven ground, water)
• Health hazards (exhaustion, dehydration, existing medical conditions)
• Environmental hazards (weather, getting lost)
• Equipment hazards (faulty gear, inappropriate clothing)

Step 2: Think about who could be affected

• Participants with different ages, fitness levels, and health conditions
• Your organising team and volunteers
• Other people in the areas you’ll be using

Step 3: Assess the risks

For each hazard, consider:

• How likely is it to cause problems? (unlikely/possible/likely)
• How serious could the consequences be? (minor inconvenience/injury requiring first aid/serious injury requiring hospital treatment)

Step 4: Plan your response

For each significant risk:

• How can you prevent it happening?
• How will you respond if it does happen?
• Who needs to know about this risk and the planned response?
• What equipment or preparations do you need?

Practical examples

Walking on muddy paths

• Risk: Slips, falls, sprained ankles
• Prevention: Appropriate footwear, warn participants about conditions, take care on steep sections
• Response: First aid kit available, someone with basic first aid knowledge, plan for getting help if serious injury

Fasting during physical activity

• Risk: Dehydration, exhaustion, fainting
• Prevention: Health screening, monitoring participants, clear guidance about who shouldn’t fast
• Response: Immediate access to food and water for medical emergencies, recognition of warning signs, emergency procedures

Overnight accommodation

• Risk: Fire safety, personal security, health emergencies during night
• Prevention: Check fire exits and procedures, appropriate supervision, clear emergency contacts
• Response: Emergency evacuation plan, contact details for emergency services, responsible adult awake

Documentation

What to write down

You don’t need lengthy documents, but do record:

• Main hazards you’ve identified
• Who could be affected and how
• What you’re doing to prevent problems
• What you’ll do if things go wrong
• Who’s responsible for different aspects of safety

Keep it simple

• Use plain English, not technical jargon
• Focus on the things that really matter
• Update it based on experience from your events
• Make sure key people in your team understand the main points

Getting help

Where to find advice

• Local council events teams can provide guidance
• Venues you’re using often have their own risk assessments you can learn from
• Other community groups who’ve organised similar events
• Basic risk assessment templates available online

When to get professional help

Consider professional advice if:

• You’re organising for large numbers of people
• Using particularly challenging or high-risk activities
• Working with vulnerable groups you don’t have experience with
• Your insurance company requires professional risk assessment

Using your risk assessment

Before the event

• Share relevant safety information with participants
• Brief your team on key risks and responses
• Check you have all the equipment and preparations you’ve identified as necessary
• Review weather forecasts and other changing conditions

During the event

• Keep the main risks in mind throughout the day
• Be prepared to modify activities if conditions change
• Make sure everyone knows who to talk to about safety concerns
• Document any incidents or near-misses for future learning

After the event

• Review what worked well and what could be improved
• Update your risk assessment based on what you learned
• Share lessons with other event organisers
• Keep records for insurance purposes and future events

Common mistakes to avoid

Over-complicating it

• Don’t try to eliminate every possible risk – focus on the significant ones
• Use common sense rather than getting bogged down in paperwork
• Remember the goal is practical safety, not perfect documentation

Under-estimating risks

• Take the physical and emotional challenges seriously
• Don’t assume everyone has the same capabilities or resilience
• Plan for things going wrong, not just for everything going smoothly

Not communicating

• Make sure your team understands the main safety points
• Share relevant information with participants
• Don’t keep all the safety planning in your head

The goal of risk assessment isn’t to eliminate all possible risks; that would make your challenge impossible. Instead, it’s about understanding what could go wrong, taking sensible precautions, and being prepared to respond appropriately if issues arise.

Good risk assessment gives you confidence and helps participants trust that you’ve thought about their safety. When people feel secure about the safety planning, they can focus on the meaningful aspects of the challenge rather than worrying about whether you know what you’re doing.