Risk assessment guidance and examples

Guidance questions:

• What is the size and layout of the venue?
• Is it accessible to all participants? e.g. wheelchair accessible rooms, gender neutral toilets, dedicated prayer space or quiet space
• Are there clear fire exits and do attendees know where they are?
• Is there a check-in process in case of emergencies?
• Are there any safeguarding concerns? e.g. under 18s or at-risk adults attending
• Is the meeting in a public or place with shared facilities? If so, how is confidentiality managed?
• Do any attendees have medical conditions to be aware of? e.g. allergies to peanuts and refreshments are being served

Mitigation suggestions:

• Complete a venue walkthrough before the event and pay particular attention to accessibility
• Ensure you have an up-to-date attendee list on the day
• Ensure there is first aid provision
• Provide clear signage
• Hold a short debrief at the end to catch any safeguarding concerns or share feedback

Guidance questions:

• Are safeguards in place to prevent Zoom-bombing or uninvited access?
• Are participants' privacy and confidentiality needs met? e.g. clear recording policies
• Are hosts trained to manage technical issues or participant disruptions?
• Is the platform accessible for people using screen readers or with poor bandwidth?
• Is there a clear plan if someone becomes distressed or shares sensitive information?
• Are members given space to raise concerns?

Mitigation suggestions:

• Consider whether you need to make meeting links public or share after people have registered
• Send out accessibility information before the meeting, including where accessibility is lacking
• Enable the waiting room, or no one to join before the host joins
• Set ground-rules at the start of each meeting
• Have at least one other co-host to manage tech and support if a participant becomes distressed
• Ensure the safeguarding policy covers digital/online work
• Hold a short debrief at the end to catch any safeguarding concerns or share feedback

Guidance questions

• Is permission needed from local authorities or the property owner?
• Is the stall structure stable and weather-proof? e.g. suitable for wind, rain, shade
• Could the placement cause an obstruction, e.g. for wheelchair users, guide dogs, pushchairs or a trip hazard, e.g. guy ropes, extension cables?
• Is there secure storage for valuables or sensitive materials? e.g. donation tins, sign-up sheets
• How will you manage any confrontational or challenging conversations?

Mitigation suggestions

• Create a site plan and share with all attending
• Monitor the weather and if the conditions are too extreme, communicate quickly and clearly with attendees
• The lead should hold a staff/volunteer briefing on the day
• There should be a debrief to capture any safeguarding concerns, feedback and to provide space for volunteers to share experiences

Guidance questions

• Is the installation safe and secure? e.g. no sharp edges, trip hazards taped down or removed
• Do you need road or footpath closures or permissions from the council?
• Could it be misinterpreted or cause unintended offence?
• Have you considered the likelihood of public interference or vandalism?
• What’s the plan if the stunt attracts more attention than expected?
• If the stunt is taking place outdoors, how can adverse weather conditions affect it? e.g. wind, rain, sun

Mitigation suggestions

• Consultation with local authorities
• Have a clear stewarding plan
• Use signage
• Have a rapid removal plan prepared
• Decide a point when the stunt will be called off e.g. heavy rains, moderate winds
• Hold a debrief to discuss the emotional and mental impact of the stunt for the team

For any protest or non-violent direct action, you must consult the FOE guide How to organise a protest | Local action which covers insurance, accessibility, threats from the far right, protest law and more.

Guidance questions

• How are attendees getting to the meeting point and returning home safely, avoiding counter demonstrations?
• Has the route or location been agreed with the emergency services/local authority?

You don’t need to ask the police for permission to protest, and police have a legal obligation to facilitate your protest.

If you’re planning a protest march in England or Wales, you must provide written notice at least 6 days before your planned event to the police.

If you’re organising a parade or public procession in Northern Ireland, you must notify the Parades Commission 28 days in advance.

• How will crowd control be managed?
• Are stewards/volunteers trained and briefed?
• Is there a clear plan for communicating changes or emergencies to participants?
• Could counter-protesters or bystanders cause disruption?
• What are the risks to vulnerable participants or those who are being targeted? e.g. disability, race, religion, migrants

Mitigation suggestions

• Plan journeys for attendees: check for travel disruptions, engineering works, and counter-demos.
• Share routes to/from stations that minimise risk of harm
• Train stewards/volunteers in de-escalation training
• Designate someone as the First Aider, and identify nearest first aiders/welfare points
• Create a group dispersal plan
• Hold a brief to include how people are feeling about the event, de-escalation tips and what volunteers should do if they feel overwhelmed
• Hold a debrief to provide emotional or mental support and help with any follow-up support if needed

Guidance questions

• Is the meeting private or public, and is that clearly communicated to all?
• Are attendees briefed about confidentiality and respectful conduct?
• Are there potential safeguarding concerns?
• Could emotions run high? Is there a risk of reputational damage?
• What’s the plan if someone becomes disruptive?

Mitigation suggestions

• Have an attendee list
• Have an agreed agenda
• Prepare with roleplay Q&A and manage expectations

Guidance questions

• Are tools and electrical equipment PAT tested, safe to use and checked by insurers? (See insurance guidance for 'Repair Cafes' (under section 3)) been checked?
• Are volunteers trained to use tools safely and confidently?
• Do volunteers and visitors understand that repairs are at their own risk?
• Is there clear signage about what can and can’t be repaired?
• Is there a clear plan for disposing of broken or unrepairable items?

Mitigation suggestions

• Hold a safety briefing
• Keep inventory and tool checklists up to date
• Communicate with insurers
• Ensure proper ventilation for soldering, painting, etc.
• Make use of accident books or incident report forms
• Make space for volunteers to speak about the impact of challenging interactions or heavy moments

Guidance questions

• Are tools and electrical equipment PAT tested, safe to use and checked by insurers? (See insurance guidance for 'Repair Cafes' (under section 3)) been checked?
• Are volunteers trained to use tools safely and confidently?
• Do volunteers and visitors understand that repairs are at their own risk?
• Is there clear signage about what can and can’t be repaired?
• Is there a clear plan for disposing of broken or unrepairable items?

Mitigation suggestions

• Hold a safety briefing
• Keep inventory and tool checklists up to date
• Communicate with insurers
• Ensure proper ventilation for soldering, painting, etc.
• Make use of accident books or incident report forms
• Make space for volunteers to speak about the impact of challenging interactions or heavy moments

Guidance questions

• Is the venue suitable and accessible for the expected audience?
• Could the content cause controversy or conflict? How will this be managed?
• Is there a plan for handling hecklers, protests, or disruption? Especially important around elections, responses to far-right violence, climate change, current crises
• Are there sufficient stewards or hosts to help people find seats or exits?
• Will the event be recorded or photographed, and is that clearly signposted?
• Is there adequate fire safety, lighting, and sound amplification?

Mitigation suggestions

• Hold a briefing to cover tone-setting, ground rules, what to do if someone is distressed/there is disruption
• Ensure there is security or stewarding and a safeguarding lead
• Create an attendee or audience code of conduct
• Hold a debrief to include feedback from speakers, stewards, volunteers, and attendees on their feelings of safety and to make space for sharing the emotional/mental impact

Guidance questions

• What tools, equipment or substances will be used? Are they covered by our insurance?
• Are there potential hazards on-site? e.g. uneven terrain, brambles, wasp nets, needles.
• What is the plan for dealing with contaminated, sharp or heavy waste?
  Are under 18s or at-risk adults involved and who will be responsible for them?
  What is the plan for medical emergencies, e.g. designated first aider, first aid kid, shaded area

Mitigation suggestions

• Support volunteers by scheduling breaks, providing access to water/refreshments, and giving realistic expectations of the demanding work
• Provide appropriate PPE and ensure safe and correct use
• Pair people up to ensure no lone working or working out of sight of others

Guidance questions

• Is everyone trained on how to interact appropriately with the public? e.g. no entering homes or sharing personal contact details
• Are the streets/areas well lit and safe to navigate on foot?
• Have materials been fact-checked for accuracy, compliance and tone? e.g. for elections or lobbying

Mitigation suggestions

• Brief volunteers on how to respond to hostility, sexism/racism/etc., or abuse, and prepare for potential confrontations, hearing traumatic personal stories, or potential safeguarding disclosures (e.g. if someone reveals abuse or neglect)
• Pair people up to ensure no lone working or working out of sight of others
• Hold a debrief, support wellbeing, and offer signposting for further support

Guidance questions

• Has the insurance team been notified, as there are a limited number of rides per year and restrictions on what kind of event this can be? e.g. no extreme terrain or racing events
• Are stewards or event leads clearly identifiable and briefed on their roles?
• Do all participants have appropriate and working bike safety equipment? e.g. helmets, lights, bikes in good condition
• How will the ride be inclusive for people of all levels of fitness/confidence? Could someone feel pressured to keep up, or would someone feel isolated or left behind?

Mitigation suggestions

• Check the full route in advance, checking for hazards, dangerous junctions or poor road surfaces
• If young people or children are participating, ensure there is someone responsible for them
• Include rest breaks for those who are nervous or new to cycling
• Communicate the procedure for first aid incidents, mechanical breakdowns, or disrespectful behaviour along the ride