Information
Risk Assessment undertaken by event lead volunteer Mark Williams
- Undertaken: October 2024
- Next Review due: October 2025
- The Birmingham Scout Association runs the Six Summits Challenge.
- Adult to YP Ratios Outdoor activities
- 1 adult to every 12 Scouts (POR 3.9), and at least 2 adults
- 1 adult to every 12 Explorers, and at least 2 adults
- All Leaders will be informed of this Risk Assessment. By sending the young people to the event, they agree to the Event holding information on Online Scout Manager about who attended for contact tracing and emergence information.
- Leaders will be available to run face-to-face meetings with young people, and all will be briefed regarding this risk assessment.
- All leaders will have current Safety and Safeguarding Training up to date
- Permits for Hill Walking(T1) and Green Field Camping are held by Mark Williams (Event Leader)
- No local restrictions are currently imposed
- All leaders attending the event will be sent the RA before the event starts.
- This assessment will be reviewed after each year’s event to reflect current guidelines.
Controls
Event Risk Assessment
| RA Control | Hazard Identified? /Risks from it? | Who is at risk? | How are the risks already controlled? What extra controls are needed? | What has changed that needs to be thought about and controlled? |
|---|---|---|---|---|
| #1 | Hazard – something that may cause harm or damage. Risk – the chance of it happening. | Young people, Leaders, Visitors? | Controls – Ways of making the activity safer by removing or reducing the risk from it. For example - you might use a different piece of equipment or you might change the way the activity is carried out. | Keep checking throughout the activity in case you need to change it…or even stop it! This is a great place to add comments which will be used as part of the review. |
| #2 | Registration Teams and Leaders entering the Challenge without registering Leaders not being qualified, no DBS, mandatory training not being completed Non-Scouter attending the event | Leaders, Vistors, Young Leaders, Scouts | All Leader , Explorers, Scout need to register for the event via the Website and OSM booking system, Health Form will need to be completed for each participant before the event starts All Leaders attending the event to have a current DBS and mandatory training completed before attending the event. Occasional Helpers will need a DBS, Safety and Safe Guarding completed before attending. The event Leader will check this for every adult via the SA system before the event. All adults over 18 will have their DBS and mandatory training checked via the National Events Admin. Each Team entering should also have a minimum of one adult leader entering with them as Staff | |
| #3 | Training Leaders and Scout not having basic skills before the event starts. | Leaders, Vistors, Young Leaders, Scouts | Scout/Explorers should be a minimum of 12 years old, have a minimum of 5 Hikes away and First Aid 3 before the start of the event. After registering a team Leaders will be sent a "Be Prepared for the Six Summits Challenge" Letter. This can also be found on the Website. This outlines the training needed before starting the Challenge. 3 training walks will need to be undertaken, and training in cooking, stoves, tents and First aid will also need to be undertaken If Groups are new to the event, one of the organising teams will visit them at the Troop or Explorer Unit or Zoom to talk to them about the event or training. Video clips and information will also be made available on the Website to help with training. Leaders will be asked to sign the "Summits Training" document before attending the event to prove training has been done. | |
| #4 | Maximum / Minimum Teams Size The event becoming too big for the Event Team to Manage | Leaders, Vistors, Young Leaders, Scouts | A maximum of 8 walkers in each team and a minimum of 4. This includes any leaders walking in the teams. If a team falls below the minimum number during the event they will be paired with another team or Sweep team. | |
| #5 | Maximum amount of team on the event | Leaders, Vistors, Young Leaders, Scouts | A maximum of 25 team will be allowed on the event. | |
| #6 | Participants not having being informed of minimum standards /kit for the event | Leaders, Vistors, Young Leaders, Scouts | Visits/zoom calls to groups will be made to new groups to the event. Information sheets (including the minimum Kit List) will be sent to Leaders, participants on Training, Expedition and Sweep teams. Route plans to be sent to leaders so Scouts/Explorers can plot the route onto paper maps Six Summits Training document to be sent to main Leaders of each team which will outline the training. | |
| #7 | Participants not being prepared by the event Organisers before the start of the event. | Leaders, Vistors, Young Leaders, Scouts | All Participants are to be sent the information sheets for their event (Training, Expedition, Sweep Team, Leader) The Info Sheets will outline Training, minimum kit list, suggested kit list, boots, Arrival time at the start, retirement protocol, camping, rubbish, toilet, food, behaviour and home contact. | |
| #8 | Participants not having the correct kit to walk with/camp with on the event. | Leaders, Vistors, Young Leaders, Scouts | The leaders will be sent the same Information sheets as their Scouts/Explorers. Leaders should hold a kit check before the event to ensure the correct/minimum walking kit is taken on the event. Organisers are to do a Kit Check of all walkers before they start. | |
| #9 | Participants staring on the event without being registered | Leaders, Vistors, Young Leaders, Scouts | All participants must "book in" with the Control Van. Teams will receive a walkers card with each walker's name on it. Each participant will receive a wristband with the event's Emergence number on it. These will be checked at each CP and campsite. If participants are not booked onto the event, they will not get a wristband and will not be allowed to leave with their teams. A complete list of teams and walkers is to be kept by Walk Control/Admin for each day's walk | |
| #10 | Participants/teams becoming lost/separated from their walking group | Leaders, Vistors, Young Leaders, Scouts | Each participant should undertake navigation training and 3 practice walks before the event, one must be hilly. Participants will be given a wristband with the "Walk Control" number on it. To summon help, text or ring this number. Each team, before starting to walk, will be briefed on how and when to use the number Each team will be required to have a fully charged mobile phone and register it with walk control before starting to walk. Each team member will carry a whistle and receive training on how and when to use it. Each team will be fitted with a tracker, which will be monitored by walk control. Walk control will monitor the live tracking and use sweep teams/ mobile sweep teams to intercept lost teams. Sweep team members will be placed with teams if they at regularly get lost. CP will be placed every 2 to 3 miles along the route. CP staff will book in and out teams as they arrive and leave their CP CP staff will communicate via CB/phone when the last team has left their CP CPs to stay open until the last team has left the next CP on route just in case the team wish to backtrack to the last CP | |
| #11 | Route Distance – too far overall, between stops, between campsites Terrain – too challenging, uneven ground, branches, nettles etc., animals and livestock Paths – narrow, lose terrain, people falling, path no longer there. | All present | Leaders will check routes ahead of the Challenge for suitability, travel distances, and any challenging terrain physically in advance, or an alternative will be planned in case it is too challenging for the groups. Routes to be checked for the best Checkpoint areas and any sections where navigation may be particularly difficult (e.g., areas of commercial forestry, unmapped or multiple paths, locations where precise compass work is needed). Check Points are to be placed every 2 to 3 miles on the route. Routes are to be checked for any particular hazards, such as stream crossings, a line of cliffs, dangerous roads, or railways, to find safe crossings or alternative routes. A traffic team will man any dangerous road crossing. The Traffic Team Will use Hi Vis jackets when on the Road crossing and "Walkers in the Road" signs to slow traffic. Leaders/support team to be asked to keep away from parts of the route that use roads. The route was agreed to be within the navigational and physical capabilities of participants. Routes to be checked for how they will be affected by adverse weather (high winds, heavy rain, poor visibility) and the ability of the groups to complete the route. Ensure that alternatives / escape routes are incorporated in their plan. Ensure that all team members are aware of dangers associated with hill walking and have completed practice hikes over similar terrain. Each team to be briefed each morning before on the weather. Team maps will be check each morning to ensure Scouts/Explorers have mapped the right route. Participants advised on suitable footwear and checked at start. Leaders to monitor livestock, find alternative routes to avoid crossing any fields with livestock present. Scouts made aware of how to monitor this. | |
| #12 | Heavy loads and items - Back or other injuries to adults and YP | All present | Clear training and instruction on kit required and how to pack it safely. Consider the weight of full rucksack that can be safely carried by individuals – based on their physical ability and maturity (body may still be developing). Full back packs should be between 12kg and 15kg, and full packs should not exceed 15kg Split loads down to smaller bits if possible and share some items across member of the team. Remind people how to lift and carry safely. All lifting and dropping of heavy items to be supervised by adults. Organisers are to weigh the bags before starting as part of the Kit Check. | |
| #13 | Danger of injury by walking on roads | Leaders, Vistors, Young Leaders, Scouts | Routes planned to avoided roads where possible. All walking team members /CP staff to wear Hi Viz vests/Hi Viz rucksack covers at all times on the Challenge Traffic teams to be placed at major road crossing Traffic boards to used on road section to warn drivers. All Staff to be First Aid Trained and have access to First Aid Kits | |
| #14 | Participant retiring during the Challenge | Leaders, Explorers, Scouts | Participants can only retire at a CP. On retirement from the Challenge, the participant will be replaced by a "Red Card" given out by the CP staff. This will state the name of the person who has retired. This should also be marked on the walker's card with the letter "R" Retirees will only be transported back to the campsites in the official SSC transport. Teams with fewer than 4 members will be paired with other teams or sweep teams to increase the number to a maximum of 8. | |
| #15 | Physical condition of participants. Poor physical condition within the team with consequential risk of separation, exhaustion, and accidents | All present | Fitness of the team member: Prior to the Challenge, provide a physical fitness programme for all team members and monitor fitness levels on practice walks. Practise: Prior to the Challenge, ensure that there is a programme of fully kitted hikes undertaken on similar ground. The route was agreed to be within the physical capabilities of participants. CP Staff will assess each member of the team before letting them continue walking. The nominated CP to have water these will be indicated on the walker card with a "W" CP staff to check that Teams have water before they leave on campsites | |
| #16 | Psychological condition of participants. Over confidence / Lack of confidence within the team with consequential risk of other hazards and of a breakdown of discipline / awareness. | All present | Planning: Ensure that all team members are involved with all planning aspects of the training including the route, purpose, risk assessment and training. Section Leaders of teams attending: Ensure that all team members have completed relevant training and are happy and confident in their own and other member’s abilities. Practice: Ensure that all team members have completed sufficient practical practice hikes, navigation, etc., and are happy and confident in their own and other members' abilities. Team building: Ensure that the team has undertaken a series of team-building activities Leadership: Ensure that the team are confident in the selection and abilities of the leadership team. | |
| #17 | Participants becoming ill from weather conditions | All present | Walk Control to monitor weather forecasts before/during the event. Weather forecasts to be posted on the Walk Control Van each evening. Teams to complete a minimum kit check before starting to walk. If the kit is missing, the team will not be allowed to start walking. Water will be available at nominated CPs. In extreme weather conditions, Walk Control will change the route as needed. The change will happen from the nearest CP | |
| #18 | Participants becoming ill or needing First Aid during the challenge. | All present | Each team is to carry a first aid kit and hand sanitiser. Before starting the event, participants should have a minimum of stage 3 Emergency aid, and Leaders Should have mandatory First Aid. Participants should contact Walk Control via the number on the wristband if first aid/help is needed. First aid is to be available at all CPs. Mobile Sweep/ Walking Sweep teams to carry first aid kits and will be available to administer First aid as needed. Participants will be retried from the Challenge if CP decides that they cannot continue. | |
| #19 | Staff not being able to communicate during the event | Adults | Each CP Leader will be given and trained on how to use a CB radio. CP Leaders can use the emergency Walk Control Number. The paperwork provided to the CP Leader should back up everything they need in the CP role in the case of electronic communication failure. | |
| #20 | Staff not knowing what to do during the event. | Adults | All Staff are to be allocated a CP and CP Leader. The paperwork provided to the CP Leader should back up everything they need in the CP role in case electronic communication isn't working. This will include instructions for the CP, maps, and info on the Demo base. Leaders' evening meetings are to be held to inform leaders of their roles and duties. Leaders not working a CP / Campsite Staff should keep away from the route and are NOT allowed to walk the route without booking onto a team in the morning. | |
| #21 | Leaders not being qualified to camp with young people | Adults | Over 18s to have their mandatory training checked via the National Event system to verify they can sleep over on the event. Group Leader should have a camping permit in place. Group Leader should file a NAN for their teams and have it agreed by their local DC/nominated person. If the group leader doesn't have a Green Field permit, the event organiser will hold one. | |
| #22 | Campsite not being open/available on the date of the event. | All present | Landowners are to be contacted 4 months before the event to arrange permission to camp. Site visit to be arranged if needed. Written permission is gained if possible. | |
| #23 | Participants/Leader entering an unchecked/unsafe campsite | All present | A campsite Warden will be nominated from the wider Leader team. Areas of danger (Pitts, Farm machinery, Access routes for vehicles, out-of-bounds areas, pools, etc.) were identified and taped off. Campsite warden duties are to be outlined in a Job description. | |
| #24 | Participants not being informed of the rules of camping on site | All present | Info sheet will be sent to leader to inform them of the basics of camping on the Challenge. Campsite wardens to be on site when leaders/participants arrive. Campsite wardens to allocate group areas on-site to camp. Campsite wardens to organise car parking on-site. Camping areas to be checked before and after camping is permitted. | |
| #25 | Water & Waste – Infection & vermin | All present | Each person carries 1 lt of water. The supervising team provides an adequate supply of fresh water for top-up purposes at CPs and campsites. Each campsite will have a cesspit dug to dispose of wastewater, keeping it away from natural water sources. | |
| #26 | Toilet facilities - Safeguarding issues, Environmental impact | Young people and leaders | Groups are to provide their own toilet tents, toilets, toilet paper, gloves, and cleaning materials. Ensure toilet facilities provide appropriate privacy for all users. A cesspit will be dug on each campsite to dispose of toilet waste while keeping it away from natural water sources. Each group needs to provide hand cleaning/hand sanitiser. | |
| #27 | Field used by grazing animals - | Young people and leaders Visitors | Arrange an alternative site if livestock cannot be moved. Avoid camping with livestock – particularly cattle. Manage the site in advance of camping – refer to factsheet on Ecoli - be clear of grazing animals at least 3 weeks before use. Increase hand washing facilities, signage and manage awareness of users. | |
| #28 | Tentage, guy lines, trip hazards, Items stored at low level – Tripping on guy lines and tent pegs, natural items | Young people and leaders | Camp Sites are to be organised and run by the Campsite Warden. Instruct and enforce “No running” rules around tents. Choose areas clear of obstructions, sharp items, rabbit holes, rocks, logs etc or remove obstructions. Try to avoid hazards such as barbed fence wire/ponds. Mark any obstacles clearly visible. | |
| #29 | Sleeping facilities - Safeguarding issues | Young people and leaders | Ensure sleeping facilities provide an appropriate division of adults and young people. Discuss sleeping arrangements for young people with young people and parents to ensure everyone is happy with plans. Consider providing additional tents at campsites to enable individual use Nightway guidance will be taken at the time of the event, and any restrictions will be applied. | |
| #30 | Food – Food poisoning | Young people and leaders | Plan menu to suit facilities available. Plan menu around packed, pre-cooked or dried expedition rations Ensure the correct storage of food. Check HQ guidance on All are to clean their hands thoroughly before and after food preparation and before consuming food. | |
| #31 | Cooking – Hot liquids, Cooking fats, Risk of fire, Burns Carbon monoxide | Young people and leaders | Gas cooking and lighting equipment to be used in controlled areas. Extreme care with liquid fuel light systems used .(e.g. Hurricane lamps) Electric/battery lights should be used over gas/petrol where possible. First aid kit in camp –call First Aid leader if required. Fire Alarm & evacuation Procedures set up for the whole camp Appropriate training of young people to ensure this is done safely. No cooking is allowed in or in the doorways of hike tents. | |
| #32 | Lightweight cooking equipment – Risk of fire, | Young people and leaders | No cooking in sleeping tents – other shelter/shade from wind and weather should be provided by groups to discourage this. Training should be given before the event to clearly explain the dangers to all users, both young people and adults. Fire points to be set up with fire freighting equipment. Avoid loose clothing around fires. Watch out for open coats, sleeves, and scarves. Tuck them in and keep coats and hoodies fastened. Do not reach over fires or flames. Check HQ guidance on stoves should not be used at the event. No fires or BBQs are allowed on the two campsites. | |
| #33 | Bugs & Dirt – Dirty utensils Hygiene Food poisoning | Young people and leaders | Leaders ensure good hygiene standards and brief young on the importance of maintaining throughout camp (identifying specific risks for the location, for example ticks). Wash hands after going to loo and all field activities and before eating. Make sure to use clean cooking / eating utensils. Leaders to be given a fact sheet on Ticks. Group leaders to be reasonable for own rubbish. | |
| #34 | Injuries & Incidents – Risk of lack of adequate first aid whilst out on route | Young people and leaders | Ensure that all team members are first aid trained ( minimum of Stage 3 Emergence Aid ) Leader to have mandatory First Aid. The event will have one nominated First Aider on the route/at the campsites. Ensure that all team members have practised what to do in the event of an injury and are confident in their ability to deal with various injuries. Ensure that all team members know what to do in the event of an emergency. Ensure that all team members now who is carrying the team first aid kit. Ensure that all team members have any medication they need with them. Consider an Emergency Action Card in Leaders kit bag to aid YP in the event of an emergency involving leaders (to be included as part of the YP briefing). | |
| #35 | Behaviour – risk of overexcitement, especially at the start of camp. | All present | Follow the section code of conduct, which sets clear expectations of behaviour. Leaders should be aware of and manage group behaviour. (Unstructured activity) should be managed and have some level of supervision, as a lack of it is a frequent cause of incidents. | |
| #36 | Risk from intoxication from alcohol. | Leaders | Reference should be made to "Scouting and Alcohol" (Green Card). Smoking should be done away from any young people. As all Leaders will be "walking on the event" or driving vehicles Alcohol should not be consumed during the event. | |
| #37 | Incidents – Risk of prolonged/increased injuries from lack of management | All present | Make sure there is an appropriate first aid kit available and that leader training is up to date. Details of emergency department of hospital and local doctors to be carried by Walk Control and the event support vehicle. Ensure a robust In Touch process is in place Medication is to be stored securely, and leaders are to supervise the schedule of taking medicines Be aware of additional environmental hazards such as heatstroke, sunburn, ticks and other insects and animals | |
| #38 | Rick of injury from bad Weather | All present | Walk control to monitor the weather before and during the event. In the event of a bad weather stopping the expedition Group leaders will be responsible for transporting Y/P from the Route to Campsites or home. | |
| #39 | Risk of spread of infection | All present | Ask anyone showing signs of infection or with family members showing sign of infection not to attend. Teams are to carry hand sanitiser, and participants are to carry masks The leader team will maintain a detailed attendee list for camp on OSM. Ensure all YP and adult contact details are up to date and that a robust In Touch system is in place. Limit the numbers attending to make social distancing easier to maintain YP asked not to share phones or other personal items. Suggest YP carry out lateral flow test prior to setting out – to reduce chances of infected participants. | |
| #40 | Reduce contact at arrival | All present | Give participants staggered arrival times to reduce possible contact. Ask parents to drop off and collect via car park. Leader to control access to ensure social distance is maintained. Sanitizer station at gate for use on arrival and leaving. | |
| #41 | Sharing of accommodation | All present | Follow current /up to date guidance Nightway advise from TSA | |
| #42 | Communal areas | All present | Wet weather provision: dining shelters (no sides improve ventilation)—remember limited numbers using them due to maintaining distances. A larger space is available by using a bivouac tarp, large lightweight tarpaulin, or flysheet rigged up on poles/ropes. The open sides provide good ventilation, but distance must still be maintained. Use an area of the site with a reasonable spaced distance from any other users – ideally 5m away | |
| #43 | Activity numbers and equipment | All present | Plan activities with minimal equipment requirements. Limit the volume of equipment used where possible. Clean down activity equipment before and after use. Assign specific items to individuals for the activity if possible. | |
| #44 | First Aid Incident requires treatment of individual | All present | Provide suitable PPE: disposable gloves, masks, and aprons for use if administering First Aid. In the event of an accident or anyone taken ill (showing signs of COVID) - provide a safe space away from others and arrange for transport. Other YP should be kept away from the area and sent home asap |
