Days out, camps and residential holidays

Adventure activities should only be organised by utilising the services of organisations with staff/leaders trained and certificated in the specific activity and carrying suitable indemnity insurance for the activity.

Only by using this strategy can there be assurance that suitable and relevant knowledge is available to lead a particular type of activity.

Detailed risk assessments should be carried out. The SG20 Safeguarding Risk Assessment Guidance and the Health & Safety Toolkit produced by the General Trustees can be used to assist you with this.

Issues to consider include:

• Obtaining accurate weather forecasts
• Leaving itinerary details and numbers of participants
• Wearing appropriate clothing
• Using appropriate equipment
• Being aware of any special needs of participants
• Being aware of capability of participants to take part (or otherwise)
• Provision of first aid
• Tidal information
• Carrying mobile telephone or two-way radios

Please always refer to the specialist information available from organisations such as:

• The Scottish Mountain Rescue organisation
• The Coast Guard

Equipment should always be used in accordance with the manufacturer’s instructions.

It is also essential to consider how to position equipment.

Sports equipment is also subject to inspection. The inspection tags should be checked and verified prior to use.

Bouncy castles and similar activity equipment are subject to an inspection process. This is carried out through PIPA Inflatable Play Inspection. Only equipment inspected and tagged by this organisation should be used.

See the following websites for further information:

• HSE Entertainment advice
• HSE School Trips advice
• Council for Learning Outside the Classroom
• Adventure Activities Licensing Authority

Based on consultation with other organisations and careful consideration of the varying practices in this area, the following guidance is offered as a summary of current recommendations for good practice:

• Consider the security of the accommodation
• Ensure that children or young people sleep in single-sex accommodation
• Ensure that at least one responsible adult is within hearing distance, and that the children or young people know where they are, should they require assistance
• An adult must not sleep in the same room as the children. When visiting an organised camp or activity centre, you should ask if the centre has a policy on this issue. Do you have adequate insurance cover for all planned activities? We would advise you to contact the Church of Scotland Insurance Services for advice.
• Have you taken account of any medical or dietary needs of the children and young people? This can be done using the relevant SG Consent Form.
• When planning meals or booking a centre, it is important to find out if any of the children have food allergies. This can be done using the relevant SG Consent Form.
• A risk assessment should be undertaken where there are known difficulties or concerns about a children or children
• A first-aider should be present. Most centres will have registered first-aiders; however, this should be discussed with the centre.

In the event of an emergency, the level of assistance required to help children/vulnerable adults to evacuate a building is significantly higher than adults. Appropriate planning is essential.

Points to consider include:

• Means to access a room where children/vulnerable adults are sleeping
• Children/vulnerable adults may be more difficult to waken and may require to be roused
• Means to check all children/vulnerable adults have been evacuated safely is essential
• Means to keep children/vulnerable adults warm and dry if evacuated and exposed to the elements
• Means of dealing with the children/vulnerable adults if the evacuation is for a prolonged period of time

It can be helpful to meet with those involved in a planning meeting to discuss the following issues:

Are parents aware of, and have they provided written consent for the trip?

Parents should be fully informed of the arrangements, including details of accommodation, activities and cost.

They should also complete and return the relevant SG Consent Form giving their permission, emergency contact numbers and health information.

The consent forms available from the Safeguarding Service are:

• SG16 General Information and Consent Form
• SG17 Activities and Day Visits Consent Form
• SG18 Camps and Residential Holidays Consent Form
• SG19 Media Consent Form

Do you have adequate staff to supervise the children at all times?

Many centres have staff or instructors present who should be suitably trained and experienced in supervising children. It is common for these staff only to be available during certain times. This should be clarified and steps taken so that children and young people are always appropriately supervised and supported.

Consideration should also be given to overnight supervision.

It is important that children and young people are well supervised, whilst also having their privacy. Achieving the balance between supervision and privacy can be difficult and different groups approach this in various ways.

Should event organisers be planning to hold sleepovers in Church halls etc, they must contact the General Trustees and the Church of Scotland Insurance Services who will be able to advise on risk assessment and control measures.