Off-site Sporting Event Risk Assessment Template

Typical hazards & measures

• Communication failure on site — Share a simple communications plan with channels and backups, carry spare batteries and a whistle or air horn, agree clear hand signals for stop, evacuate and regroup, print key numbers and a map for dead zones, and test the plan on arrival.
• Travel by coach or minibus — Use licensed operators and require seat belts, seat staff throughout to supervise, secure all equipment, confirm routes and ETAs in advance, carry contacts, first aid and a breakdown plan, complete headcounts at boarding, during stops and on arrival, and brief pupils on emergency exits.
• Unknown venue layout and access — Request a plan in advance, identify changing rooms, first aid, the AED, muster points and toilets, choose a supervised team base, brief boundaries and rendezvous points to pupils, position staff at busy junctions, and adapt arrangements after a short orientation walk.
• Playing surface hazards — Inspect pitches and tracks on arrival, remove debris and mark holes, agree no-play zones with officials, check for glass, sprinklers and unsecured goals, verify line markings and run-off areas, suspend play on saturated or frozen ground, and document defects to the host.
• Personal belongings and valuables — Establish a supervised kit base, advise pupils to bring minimal valuables, lock changing rooms or use sealable bags, assign a monitor for the base, photograph found items for recovery, and publish a simple reclaim process after the event.