Youth Conference/Seminar Risk Assessment Template

Typical hazards & measures

• Dehydration — Encourage participants to stay hydrated throughout the event by providing water stations or advising them to bring their own water bottles.
• 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.
• Cybersecurity threats (e.g., online registration data breaches) — Ensure that personal data shared during registration is done securely. Inform participants to be cautious about sharing sensitive information and only use official channels.
• Slips and trips — Ensure participants are aware of any uneven surfaces, and use designated walkways. Check that the venue maintains clear paths and promptly cleans up any spills. Regular safety checks should be performed during the event.
• 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.