Planning Safe and Inclusive Summer Activities

23rd June 2025

With warmer weather on the horizon, many community and voluntary organisations are gearing up to host outdoor events and activities. From barbecues to bouncy castles, summer offers fantastic opportunities to connect, celebrate, and support well-being. But alongside the fun comes responsibility – ensuring every activity is safe, inclusive, and well-planned.

In this blog, we explore essential steps for managing outdoor events responsibly, drawing on lessons from past tragedies and offering practical guidance.

A Recent Tragedy Highlights the Importance of Planning

In 2021, a tragic incident occurred during a stand-up paddleboarding tour organised by a private business, Salty Dog Co Ltd. Despite severe weather warnings, the event proceeded without a proper risk assessment, adequate safety equipment, or clear guidance for participants. Sadly, four people lost their lives.

Investigations by the Police and Health and Safety Executive (HSE) found that:

• The organisers lacked the proper qualifications to lead the tour.
• There was no dynamic or formal risk assessment carried out.
• Participants were not briefed about a dangerous weir on the river.
• Key safety equipment and protocols were missing.

The Marine Accident Investigation Branch (MAIB) report highlighted several failings:

• Poor planning and preparation
• Lack of signage and hazard communication
• Improper use of equipment and PPE
• Unqualified staff
• Inconsistent safety governance

This case underlines the importance of having robust processes in place when planning any activity, especially those involving risk such as water sports.

Health & Safety Outdoors

Key Considerations when Organising Outdoor Activities

1. Plan Thoroughly
   • Identify hazards and assess the associated risks.
   • Consider the impact of changing weather conditions.
   • Ensure participants are suitable for the activity.
2. Use the Right Equipment
   • Ensure equipment is of good quality and fit for purpose.
   • Carry out pre-use checks and have backup measures in place.
3. Ensure Qualified Leadership
   • Anyone leading the activity must be appropriately trained and experienced.
   • Always check qualifications and insurance when using external providers.
4. Carry Out Dynamic Risk Assessments
   • A dynamic risk assessment allows you to respond to conditions on the day.
   • Staff must be trained to assess risks in real time and act quickly to protect participants.

Dynamic Risk Assessments:

What You Need to Know

A dynamic risk assessment (DRA) is the process of identifying and managing risks as they arise – especially useful during outdoor activities or where environments are unpredictable.

Key features include:

• Conducted on-the-spot, in real time
• Supplements formal risk assessments
• Helps manage evolving or unforeseen risks

What are you planning this summer?

Let’s take a common summer event scenario – your organisation is hosting an outdoor day with a BBQ and a bouncy castle. Here’s what to consider:

BBQ Safety:

• Only trained staff should operate BBQs.
• Carry out pre-use checks and follow manufacturer guidance.
• Position BBQs in low-traffic, secure areas.
• Maintain food hygiene (cool bags, handwashing, safe cooking).
• Keep fire extinguishers and fire blankets nearby.
• Monitor weather for wind and fire risks.

Bouncy Castle Safety:

• Hire only from reputable suppliers with appropriate insurance.
• Equipment must have a valid PIPA tag or ADIPS Declaration.
• Anchor securely with correct weights or stakes.
• Don’t operate in winds above 24mph – use an anemometer to monitor.
• Ensure adult supervision at all times.
• Follow guidance on maximum user limits and use safety mats.
• Complete a tailored risk assessment for this equipment.

Managing Multiple Activities on One Site

When combining activities (e.g., BBQ and bouncy castle), consider:

• Site layout and clear segregation.
• Proximity of heat sources to fuel or generators.
• How one activity could affect another.

In Summary

Planning outdoor activities can bring great benefits to your community – but safety must be central to your preparations. Carry out thorough risk assessments, ensure qualified supervision, and prepare for changing conditions on the day. If you’re using contractors, check their qualifications, policies, and insurance.

For More Health & Safety Support

Our Health & Safety Service offers guidance, templates, training and personalised advice to help you plan safe, inclusive events.

Contact Cam Pollock
Health & Safety Advisor, People & Safety Services
T: 0141 271 2330
M: 07951 079 463

Or drop us an email to peopleservices@gcvs.org.uk

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