Completed within 7 days of the event (24 hours for any incident report). ESL is responsible; RSL reviews; central records updated.
| Document | Purpose | Owner |
|---|---|---|
| Post-Event Summary Report | Single-page summary: dates, location, attendance numbers, leader team, programme delivered, any incidents/concerns, lessons, recommendations | ESL |
| Final Attendance Records | Sign-in/out registers reconciled, total participants and volunteers, comparison to expected | ESL |
| Incident Reports (any incidents) | Detailed report per incident — F-11 form; cross-referenced to Incident Log | ESL |
| Concern / Safeguarding Reports (any concerns raised) | F-12 forms; submitted same-day during event but consolidated post-event | ESL → RSL |
| First Aid / Medical Log Summary | What was administered; any A&E attendance; any follow-up needed | First aider |
| Volunteer Debrief Notes | Held within 7 days; what worked, what didn’t, safeguarding observations, training gaps | Event Coordinator + ESL |
| Participant Feedback (where collected) | Anonymised summary — patterns, concerns, anything raised | Event Coordinator |
| Parent Feedback (residentials) | Patterns from parent communications post-trip | Event Coordinator |
| Risk Assessment Review | Updates to the risk assessment based on what actually happened — feeds into the next event’s RA | ESL |
| Records Filing Checklist | Confirmation that all records have been filed centrally and any temporary copies destroyed | ESL |
| Photography / Media Outputs | Final media used, where, with consent register cross-referenced; opt-outs honoured | Event Coordinator |
| Financial Reconciliation | Outside this handbook’s scope but flagged for Event Coordinator | Event Coordinator |
Post-event summary report — minimum content
A single-page (or short multi-page) document with:
- Event identifiers — name, dates, location, type (one-off / recurring session / residential), age range
- Numbers — registered, attended, no-show; volunteer headcount with DBS status breakdown
- Leadership team — ESL, Event Coordinator, key volunteers
- Programme delivered — what actually happened vs. what was planned
- Safeguarding summary — concerns raised (number and type, anonymised), incidents, near-misses, low-level log entries
- Operational observations — what worked, what didn’t (venue, timing, ratios, briefing)
- Recommendations — for the next iteration, for policy, for training
- Records filed — checklist confirmation
- Sign-off — ESL signature; RSL acknowledgement
Records filing — what goes to central records, what stays local, what gets destroyed
Filed to central records (per retention schedule §14.7):
- Risk assessment
- Final attendance / sign-in registers
- Incident reports and safeguarding reports
- Post-event summary
- Volunteer roster with DBS confirmations as at the event
- Medical log summary (anonymised aggregate; named records destroyed if no incident)
- Visitor log
- Headcount log (residentials)
- Day debrief notes (residentials)
- Photography / media consent register reconciled with outputs
Destroyed (or never created) post-event:
- Aggregated medical/dietary list (once event finishes and no follow-up needed; named records held only where incident or follow-up requires)
- Photocopies of any ID documents (passport details for international are recorded numerically in the central record; physical copies destroyed)
- Working drafts of programme, rotas, etc. (final versions retained)
Debrief and learning loop
The post-event summary feeds the next risk assessment. This is the loop that turns documentation from compliance into actual safety improvement. RSLs review summaries from their region quarterly at NSB and surface patterns.