Outdoor Activity Guidance

Outdoor activities offer a great opportunity for clubs to get involved with, whether they support charitable fundraising, personal growth or team bonding in a different setting. 

However, it is incredibly important that all planned activity is done so with participant safety in mind. We ask that all clubs planning any non-sport specific outdoor activity to follow the guidance below to ensure the safety and enjoyment for everyone involved.

• Route Identification: don't leave anything to chance. Identify a location before you arrange or advertise your activity. Consider the most suitable route for your participants, including distance, length of time required, time of the year and accessibility. Assess risks (using the risk assessment template below) and consider ways in which these risks can be reduced, including the guidance below.

• Route Communication: ensure all participants are made aware of the location/route, duration of activity, break schedule and the difficulty level. A link to an online route or specific directions should be shared before the activity takes place. 

• Weather Forecast: leaders/organisers should check the weather forecast in the lead up to the day and advise participants on event plans accordingly. Being adaptable is essential, especially where safety could be compromised. 

• Gear & Equipment: leaders/organisers should advise participants to dress appropriately for the activity and wear suitable clothing and footwear. Participants should be advised to bring necessary gear e.g. backpack, water bottle, food, personal medical items that will be required. 

• Group Size: leaders/organisers must make sure the group size is manageable. Too large a group can lead to communication breakdowns, while too small a group may risk isolation. Further advice on group size can be found at the bottom of this page. 

• Participant List: leaders/organisers need to collate a list of attendees to 'register' individuals at the beginning and end of the walk to ensure no one goes missing.

• Contact Details: leaders/organisers need to share contact details for the event with all participants. Phones must be fully charged and individuals should be made clear of emergency action plans:

  • • • 999 - Emergency Services

      • 0114 225 2000 - University Security

• What3Words: leaders/organisers to advise attendees to download What3Words should their location need to be shared. 

• First Aid: leaders/organisers to identify dedicated first aiders to be present and a fully stocked first aid kit should be made available throughout the event for all groups.

• Club Sport Code of Conduct: leaders/organisers must share the Code of Conduct with participants and reiterate that it is the individual's responsibility to ensure they are fit and well to participate and that they will be representing the club and university, therefore, their behaviour should reflect this. 

• Group Leaders: all participants should be aware of who is leading the walk and that any issues should be reported to them. Leaders should be placed at the front and back of the group. 

• Briefing: leaders must deliver a group briefing before the walk to ensure everyone is aware of the route, any potential risks/hazards and clear of their responsibilities e.g. not exceed their capabilities, make leaders aware of any concerns etc.

• Weather Conditions: leaders should monitor the weather during the activity and should turn back/take alternative routes if conditions become unsafe. 

• Pacing and Rest: keep the group at a manageable pace. Take frequent breaks to rest and rehydrate, especially if the activity is physically demanding.

• First Aid: only those qualified in first aid should attend to injuries.

• Leave No Trace: all participants must dispose of all rubbish and respect the environment.

• Accident Reporting: all accidents, incidents and near misses must be reported to the Club Sport Team via the Accident Reporting Form as soon as possible after the activity.

• De-brief: it's advisable that leaders/organisers reflect on the activity to identify what went well and what challenges arose. Use this time to reinforce lessons learned and share feedback for future activities. 

• Celebrate Success: share success/photos with the Club Sport Team and/or Sport Hallam via social media. 

You can download and use this risk assessment as a template. Ensure you review and amend the information to fit your event/activity. 

Submit the risk assessment alongside the charity event or trip notification form to the Club Sport Team for review.