Whenever you hold events and activities for your student group, you should have a risk assessment that covers all the things you’ll do in case something goes wrong.
Whilst this normally refers to physical hazards such as fires, trips and slips, it’s also a useful document to have to plan out what you would do in the case of small backfires; for example if you’re holding a trip outside London and someone is running late, or if you’re holding a conference and one of your speakers has called in sick.
For most groups, you’ll only be expected to complete an Annual Risk Assessment, a document that covers all your activities for the year – for example for Sports Clubs it would cover all your practices, matches, and regular socials. You will normally be asked by your staff support to complete this at the beginning of the year, but you can also download a copy below.
Annual risk assessment
Additional Risk Assessments
If you are running an event that is not covered by your Annual Risk Assessment, you will need to complete a separate Risk Assessment that your staff support will review and approve. You can download a copy below. Examples include running a Ball, a Conference, or a Trip Abroad.
Blank Risk Assessment
Risk Assessment Guide
Keeping Safe during COVID-19
You and your member’s health and safety is our top priority whilst we are under social distancing rules and regulations. Because of this, our events procedure has changed and you will need to register all events, virtual or in person, with us so we can best support you. For further information visit our Activities and Events page.
Activities & Events
Due to COVID-19, you should not be selling or serving any food at your events. For further information on how you can run your activities and events, visit our Activities and Events page.
Activities & Events
Public Liability Insurance
Require a Public Liability Insurance Certificate? Contact your staff support who can provide you with this.
Working with Children and Adults at Risk
If you are looking to plan events or activities involving under-18s or adults at risk, please contact email@example.com to discuss safeguarding measures that may need to be put in place for your event or activity. Types of activity could include:
- School visits
- Inviting sixth form students on-campus for conferences
- Selling tickets to an event
- Delivering a session at a care home
The Students' Union takes safeguarding seriously and has safeguarding policies and procedures in place to protect you as well as any children or adults at risk you come into contact with as part of your involvement in Students' Union activity (such as community volunteering or through a society or club).
The definition of a child is anybody up to the age of 18.
The definition of an adult at risk is a person aged 18 or over who is or may be in need of community care services because of mental or other disability, age or illness, and who is or may be unable to take care of their self or unable to protect their self against significant harm or exploitation. More information about the definition of an adult at risk can be found in the document below.
All students taking part in Students’ Union activity working with children or adults at risk have a responsibility to ensure that they can recognise signs of abuse or neglect, how to respond to it and how to report it. It is also important that students avoid situations in which their interaction with children or adults at risk could lead to accusations against them personally. This can also include children or adults at risk attending an event as a ticket holder.
All Students' Union Volunteers coming into contact with children must sign the Students' Union Safeguarding Children Volunteer Agreement.
All Students' Union Volunteers coming into contact with adults at risk must sign the Students' Union Safeguarding Adults at Risk Volunteer Agreement.
All volunteers who come into regular and/or unsupervised contact with children or adults at risk or have access to personal information for children or adults at risk will need to obtain a DBS check. The process takes 4-6 weeks to and no student can volunteer without a valid certificate. Contact firstname.lastname@example.org to arrange DBS checks for you and your volunteers.
Safeguarding children and young people is as important online as it is when conducting activities face-to-face. The Students' Union has created some guidance for you to follow if you are planning on running any online activity, including using social media, with children and young people. There is also an online code of conduct that should be used alongside the guidance to ensure volunteers and children/young people know what is expected of them when taking part in online activity.
Please make sure that you contact email@example.com for advice and to ensure you are putting the right safeguarding measures in place.
Safeguarding Children Online Guidance
Online Code of Conduct