Any activity involving staff or students (whether paid or voluntary) that includes contact with children, young people or vulnerable adults must have a safeguarding risk assessment completed before the activity begins. This guidance focuses specifically on children (defined as anyone under 18).
The safeguarding risk assessment should be completed by the staff member or student responsible for the activity. It must clearly identify any risks that need to be removed or mitigated, and set out the operating practices that will manage those risks. For example, situations where a single member of staff or student is alone with a child or a vulnerable adult should be avoided, and alternative working practices may be required.
This guidance outlines the key considerations when planning activities involving under‑18s and will support you in drafting your safeguarding risk assessment. It includes questions, scenarios and a risk‑impact table to help you think through your event or activity. You can use it alongside the safeguarding risk assessment template. The Outreach team can provide advice and support at outreach@imperial.ac.uk.
Planning Your Event
- When, Where, What and Who
- Supervision Ratios
- Staffing
- Managing Behavioural Concerns
- Managing Lost or Missing Young People
- Consent (including Photography and Filming)
- Emergency Procedures
- Submitting Your Risk Assessment
Identify the nature, duration, frequency, intensity, and timing of any contact when working with under-18s. Consider:
- Is the activity face‑to‑face or online?
- Is it primarily aimed at adults, with under‑18s possibly attending?
- What are the ages of participants? Will they be accompanied by an adult?
- What activities will they take part in? Are there health and safety risks that also require assessment?
- How often will you work with this group?
- Will the same staff or volunteers be involved each time?
- How will you ensure staff/volunteers are safe and suitable to work with under‑18s?
- Is the physical space safe and appropriate? Is it secure or publicly accessible?
- If online, which platform will you use? Is it safe and suitable for under‑18s?
- When is the activity taking place? During school hours, after school, weekends?
- Is there any likelihood of one‑to‑one contact between staff and an under‑18?
You must determine appropriate staffing ratios for your activity. As a minimum, at least two adults should be present for any activity involving under‑18s. Guidance from the NSPCC suggests the following minimum ratios:
- 0-2 years: 1 adult to 3 children
- 2-3 years: 1 adult to 4 children
- 4-8 years: 1 adult to 6 children
- 9-12 years: 1 adult to 8 children
- 13-18 years: 1 adult to 10 children
Assess whether these ratios are sufficient based on the activity content and duration, location, participant age, whether participants are accompanied, staff/volunteer skills, and any additional needs (e.g. medical requirements).
You should consider the following:
- Are staff/volunteers experienced or suitable to work with under‑18s?
- Do they need specific training before the activity?
- What information do they need in advance to understand their safeguarding responsibilities?
- Do any staff/volunteers require a DBS check?
- Do staff/volunteers know how to report concerns about a participant or another staff member, and who to report to?
- How will you ensure staff/volunteers are aware of Imperial’s safeguarding policy and procedures?
Ensure you have a clear process for staff, volunteers and under‑18s to report concerns, problems or difficulties, and outline how you will respond. Imperial’s Safeguarding Procedures are available on the Safeguarding webpages.
Plan how you will prevent under‑18s from becoming lost and how you will respond if they do. Consider:
- A designated meeting point for lost participants. How it will be communicated and supervised?
- How you will contact parents/carers if a child is missing or found.
- Who will coordinate the initial search.
- If on campus, liaise with the Security & Community Safety about your event.
Consider what consent you need from participants and/or parents/guardians. If working with a school, confirm whether the school is collecting consent.
Think about:
- How you will collect emergency contact and medical information.
- Whether you plan to film or photograph the event.
- How you will communicate this to participants and parents/guardians.
- What consent is required.
Further guidance on photography and filming consent is available on the Imperial website.
Emergency planning forms part of your health and safety risk assessment. To keep under‑18s safe:
- Ensure a trained first‑aider is present or available on‑site.
- Make sure staff/volunteers understand the fire evacuation procedure.
- Plan how you will inform parents/guardians in the event of an accident or emergency.
- Identify the procedures for contacting emergency services if required.
The Safeguarding Risk Assessment Guidance and Risk Analysis documents should be reviewed before submitting risk assessments. The Outreach team can be contacted for further advice and support at outreach@imperial.ac.uk.
Submissions are reviewed within 1 week of each deadline, and feedback is provided within 10 days of the submission date. Risk assessments will be either approved or returned with comments and suggested edits.
A new risk assessment is required if your activity changes substantially. Examples include:
- A change of location (e.g., on‑campus to off‑site, or on‑campus to online)
- A change in staffing ratios
- An increase in participant numbers
- A change in event management procedures
- A change in participant profile (e.g., different age group)
Risk assessments must be submitted before the first Friday of each month to ensure timely feedback. If your event takes place before the next scheduled submission and review deadline, and you would like your risk assessment reviewed ahead of time, please email it to the Outreach team. Your email should:
- State clearly that you are requesting feedback outside of the standard cycle
- Include the date of your event
- Attach all relevant documents prepared in line with the guidance
The team will do their best to accommodate early reviews, but cannot guarantee turnaround within a shortened timeframe.
Template and Supporting Materials
The Outreach team provides:
- A safeguarding risk assessment template
- A safeguarding risk matrix to help identify key considerations when working with under‑18s
If you need advice before submitting your assessment, contact the Outreach team.
Please note: Outreach cannot review or approve health and safety risks. These must be assessed by your local safety representative or the Imperial Safety Office.
Developed: December 2020
Updated: March 2021, September 2023, August 2026