Youth Conference/Seminar Risk Assessment Template

Typical hazards & measures

• Fire hazards — Familiarize participants with fire exits and emergency evacuation plans upon arrival. The venue should ensure that exits are clearly marked and unobstructed, and fire drills should be briefly covered.
• Safeguarding concerns — Ensure all adults working with youth have completed safeguarding or child protection training appropriate to their role. Any one-to-one interaction must be risk assessed, authorised, and take place in an open or observable setting, with prior notification to relevant leaders or guardians. Keep clear records of one-to-one meetings and ensure all safeguarding concerns are reported immediately following organisational procedures.
• Inadequate supervision — Maintain a clear participant-to-supervisor ratio appropriate for the age group and the activities planned. Supervisors should regularly check in with participants and maintain close supervision, particularly during transitions or breaks.
• Inadequate seating — Verify with the venue that there will be enough seating for participants. Ensure participants notify group leaders if they have any specific seating needs (e.g., for medical reasons).
• Inappropriate social media use — Set guidelines for responsible social media use, particularly in sharing personal or sensitive information. Participants should be reminded to respect others' privacy.