Completed and signed off before any participant arrives. ESL is responsible; RSL signs off.
| Document | Purpose | Sign-off |
|---|---|---|
| Event Notification Form | Registers the event with RSL and central records; captures dates, location, expected numbers, lead team | RSL |
| Risk Assessment (event-specific) | Identifies hazards, likelihood, severity, mitigations, residual risk; covers venue, activities, participants, transport, medical, fire, weather | RSL (residentials: also National DSL) |
| Volunteer Roster with DBS Status | Every volunteer listed with role, DBS reference, expiry, training status. Anyone without valid DBS clearance for their role is removed before the event runs | ESL |
| Volunteer Briefing Pack | Code of Conduct refresher, two-adult rule, reporting flow, ESL contact, emergency procedures | ESL |
| Ratios Confirmation | Calculation showing required adult-to-child ratio is met for every session, with margin for absence | ESL |
| Consent Register | List of every participant with consent status (received / outstanding); under-18 cannot attend without signed consent on file | ESL |
| Medical & Dietary Aggregated List | Compiled from consent forms; held confidentially by ESL and first aider | ESL |
| Emergency Contact List | Every participant + every volunteer; printed copy held by ESL on the day | ESL |
| Programme / Itinerary | Hour-by-hour plan with lead leader for each session | Event Coordinator |
| Venue Safeguarding Policy (where third-party venue) | Obtained and reviewed | ESL |
| Insurance Confirmation | Public liability + activity-specific where needed | National DSL (annual) |
| First Aid Plan | Named first aider(s), kit checked, location of nearest A&E, AED location if applicable | ESL |
| Fire & Evacuation Plan | Specific to venue; assembly point identified | ESL |
| Lost Child / Missing Person Procedure | Specific to venue; communicated to all volunteers at briefing | ESL |
| Communication Plan | Pre-event info to parents (what to bring, drop-off, pickup, what to expect); during-event contact route; post-event follow-up | Event Coordinator |
| Transport Plan (if applicable) | Drivers identified with DBS + insurance + licence; route; passenger lists | ESL |
| Photography Plan | Designated photographer(s); media consent register; opt-out list visible to all | ESL |
| Contingency Plans | Weather, low attendance, venue failure, leader illness | Event Coordinator |
Pre-event volunteer briefing
Held in the 1–2 weeks before the event (residentials: in person; recurring weekly programmes: at the start of term):
- Walk through the programme
- Walk through the safeguarding plan
- Confirm everyone has read and re-signed the Code of Conduct
- Confirm reporting flow (ESL → RSL → National DSL)
- Confirm two-adult rule is operationally feasible at every session
- Distribute laminated emergency contact card to every leader
- Q&A — flag anything that needs resolving before the event