Informed consent

Published:
Last updated:
Views: 11
Event planning

When organising a Trials & Tribulations challenge, it’s crucial to ensure that all participants fully understand the event, its risks, and their rights.

Obtaining informed consent not only protects organisers from legal issues but also promotes a safe, respectful environment where participants feel valued. Here’s a guide to obtaining consent effectively, with key considerations to keep in mind.

Informed consent is the process of ensuring that participants are fully aware of what they’re agreeing to when they sign up for the challenge. This includes understanding the nature of the event, potential risks, and what their participation involves. For a physical challenge like Trials & Tribulations, where participants may encounter difficult obstacles, mud, water, and various hazards, having clear, thorough consent is essential.

By obtaining informed consent, organisers demonstrate respect for participants’ autonomy and provide an opportunity to outline any measures in place to manage risks. This transparency helps foster trust between the organisers and participants.

Provide a comprehensive information sheet

An effective consent process begins with clear, accessible information. This should come in the form of an information sheet provided to all participants prior to signing any consent forms. The sheet should detail the following:

  • Event description: Outline the nature of the challenge, including the expected physical challenges, duration, and potential hazards.
  • Health and fitness requirements: Specify any physical or medical conditions that might prevent safe participation. For example, participants with certain injuries, heart conditions, or severe asthma may need to consult their doctors first.
  • Risks involved: Clearly state possible risks, such as sprains, bruises, abrasions, and more severe injuries, and explain how these risks are minimised.
  • Safety measures: Describe the safety measures in place, such as on-site medical support, first-aid stations, and the availability of marshals throughout the course.

This information sheet should be provided well in advance of the event so participants have enough time to review it, ask questions, and make informed decisions.

Once participants have read the information sheet, it’s time to obtain their formal consent. Written consent is the most reliable and legally robust method, as it provides tangible evidence that participants agreed to take part with full knowledge of the event’s risks and expectations.

A well-structured consent form should include:

  • Confirmation of understanding: A section for participants to affirm that they have read and understood the information provided.
  • Acknowledgement of risk: A clause where participants acknowledge that they are aware of the risks and voluntarily accept them.
  • Agreement to safety rules: An agreement that they will adhere to all safety guidelines, including any instructions from event staff during the challenge.
  • Emergency contact information: Space for participants to provide an emergency contact, helping ensure a swift response if an issue arises.

Once the form is signed, organisers should store it securely and ensure it is accessible in case it’s needed later.

If the challenge allows under-18s to participate, it is essential to have consent from a parent or legal guardian. A separate, age-appropriate consent form should be designed for minors, highlighting specific risks and responsibilities relevant to younger participants.

In addition to a guardian’s consent, it’s a good idea to include a section where minors themselves sign to confirm they understand the event’s nature. This approach respects the minor’s autonomy while also meeting legal requirements.

Offer opportunities to ask questions

To truly ensure informed consent, organisers should make themselves available to answer participants’ questions. This can be achieved by providing contact information on the information sheet or hosting a pre-event briefing session, where participants can clarify any concerns.

During this session, organisers can explain specific obstacles, the intensity of the event, and what participants can do if they feel uncomfortable or wish to withdraw mid-course. This openness reinforces trust and helps participants feel comfortable and confident about their involvement.

This challenge is often a high-energy, photogenic event, and organisers may want to capture the excitement with photographs or videos for promotional use. However, capturing participants’ images requires separate consent, especially if the footage will be shared publicly or used in marketing materials.

A media consent form should be provided alongside the main consent form. This should clarify:

  • Purpose of media use: How photos or videos will be used (e.g., website, social media, marketing materials).
  • Opt-out option: The option for participants to decline media consent, ensuring they’re not filmed or photographed without permission.

By addressing media consent separately, organisers respect participants’ privacy and ensure everyone feels comfortable throughout the event.

Maintain transparency about participant withdrawal

Finally, participants should be informed that they can withdraw from the challenge if they no longer feel comfortable or capable. Include information on how to withdraw safely, whether that means completing an emergency exit along the course or returning to the starting area.

Explain that if someone feels unwell, distressed, or unable to continue, they can withdraw without judgement or penalty. This reinforces the emphasis on safety and consent as an ongoing process, not a one-time formality.

Obtaining consent from challenge participants is about more than paperwork. It’s about creating an environment of mutual respect, safety, and trust. With clear information, accessible forms, and a transparent process, organisers can ensure participants feel empowered to make informed choices and enjoy their Trials & Tribulations experience to the fullest.

Related topics