Youth Conference/Seminar Risk Assessment Template

Typical hazards & measures

• Parking lot accidents — Ensure participants follow traffic guidelines in the venue's parking area. Designated drop-off points should be used, and pedestrian areas should be clearly marked.
• 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.
• Medical emergencies — Ensure the venue has first aid facilities and staff trained in basic first aid. Group leaders should carry emergency contact information and any medical details for participants with specific needs.
• Unclear or miscommunicated event schedule — Ensure participants have access to the most up-to-date schedule through event apps, handouts, or displays. Group leaders should verify and communicate any changes.
• 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.