Toolkit for running large-scale events

Emergency: a situation involving:

• Serious accident or death. 
• Natural disaster. 
• Infectious disease outbreak. 
• Fire. 
• Missing persons. 
• Unforeseen circumstances. 
• Breakdown of essential services. 

Established venue: a dedicated space known for hosting events, which has the necessary infrastructure and services. 

Greenfield site: a piece of land that has never been developed. It’s a completely blank slate where organisers can design and build event infrastructure from scratch. A brownfield site has existing structures and is on previously developed land.   

Joint event: an activity or event where young members and volunteers from Girlguiding collaborate with those from another organisation, such as the Scouts.   

Licensed event: an activity or event that needs a licence to legally conduct ‘licensable activities’ like selling alcohol and providing regulated entertainment. 

Residential: an activity or event where members stay overnight, whether camping or using indoor accommodation.

To make sure everyone attending your event goes home happy and safely, it’s essential to do a thorough risk assessment. 

You must complete a risk assessment specifically for your event. If you have team leaders responsible for different aspects of the event, each leader can complete the sections relevant to their role. Then everyone can share their assessments to make sure all areas are covered.

This guidance is linked to our pre-filled risk assessment template, which we recommend you use and adapt as needed. 

Key things to think about:

• Your risk assessment should include a site-specific fire risk assessment as part of your event management plan. At most venues, the venue management is responsible for this and should make you aware of anything within that assessment that impacts on you or the attendees directly – like evacuation plans or any special instructions.
• If you’re holding your event on a greenfield site then responsibility for developing the fire risk assessment, fire strategy and evacuation plan will fall to you. We recommend getting specialist advice to help with this, as every site is different.
• If your event includes multiple attractions or activities on site, you must consider each of these within your risk assessment.  If you’re using our pre-filled template, use the events activity risk assessment template.
• If your event includes performers, make sure you get a copy of their risk assessment for each act or group.
• If you own the venue, you’ll need to write a separate risk assessment covering it. You can use our pre-filled annual property risk assessment and property A-Z guide for this.
• The risk assessment should be accessible to everyone in the event team so everyone’s informed and prepared. 

Remember, unforeseen issues may also come up, so always be ready to do dynamic risk assessments as situations develop.   

All events should have a clear programme of activities. This should be as inclusive as possible. Discuss individual needs with participants and activity providers in advance, making any necessary adjustments to accommodate them. 

Check out our adventure activity pages for requirements, regulations and qualifications for all activities. If an activity isn’t listed, contact your country or region’s outdoor activity adviser. Prohibited activities are listed here.

Review your planned activities in your risk assessment. You should notify the police in advance if your event involves a parade, street carnival, or activities in public spaces.  

Third-party activity providers must have risk assessments and public liability insurance. You don’t need to review or approve their assessments but can ask for evidence and share it with the site operator if needed. It may be beneficial to check their arrangements align with Girlguiding policies and your own risk assessments. 

If you’re dissatisfied with any aspect of the arrangements, don’t go ahead with the activity. Get advice from your outdoor activity adviser or email [email protected].

We also have rules for joint activities with Scouts (PDF, 183KB), including qualifications, risk assessments, insurance and activity approval.   

• Check activity providers’ vetting procedures. Many providers will share their disclosure check status on their website. If it’s not clear, contact them directly to confirm. 
• Contractors and external providers must never have unsupervised access to girls. 
• If you’d like to invite a member of the chief guide team to your event, please email [email protected] and copy in your region team so they’re aware. 
• If you’d like to invite our patron, HRH The Duchess of Edinburgh, please complete this online form (link opens in a new tab) and follow the steps outlined.
• Only the international commissioner at Girlguiding HQ should send invitations for UK events to overseas guide associations.  

• All sections can go to a 1-day event. 
• A going away with scheme holder isn’t needed for 1-day events.  

• For residential events you must have at least 1 going away with scheme holder for every 50 girls. The event coordinator doesn’t have to be the scheme holder.  

See activities with other organisations. 

• If there'll be boys and men at the joint event, at least 1 man and 1 woman adult must be there throughout. Separate sleeping, washing and toilet facilities must be provided for boys and men. 
• An authorised volunteer from the other organisation taking part must be present, be in charge of their organisation’s members, and meet their organisation’s requirements for residential events. 
• You’ll need to take a pragmatic approach so both organisations can operate within their own requirements. You must follow our adult-to-child ratios.   

It’s up to the event team to decide whether volunteers can drink alcohol at guiding events, but there should be a clear policy outlining expectations for volunteers. If you’re hiring a venue, check their policy on alcohol consumption beforehand.  

All adults should be aware of their duty periods. During these, they should be prepared to respond to any duties or emergencies that may come up unexpectedly.  

For events in the UK, anyone driving must stay within the UK legal alcohol limit. If the event takes place abroad, it’s essential to be aware of and comply with local alcohol laws. 

Adult members who smoke or vape must do so discreetly, safely and only in appropriate, legal locations away from young members and anyone with health conditions.  

You should provide approximately 1 toilet for every 100 participants. Check whether the venue already has facilities and assess if you need extra portable toilets. You can consult with toilet-hire companies for guidance. Where possible, consider offering self-contained gender-neutral toilets.

Hand washing facilities must be available near toilets, with hot and cold, or warm, running water, and an adequate supply of soap or other cleansing agents like gels. If the event lasts overnight or longer, you must check what washing facilities are available at the venue.  

Make sure there are arrangements in place to dispose of sanitary items, either through the venue or a toilet-hire company.  

Check what water supply the venue already has. If there’s a mains supply, you’ll need to find out if it’s safe to drink or is suitable for washing only. If a mains supply isn’t available, you’ll need to consider alternatives. 

You must provide drinking water with suitable water points around the venue. Participants can bring their own water if they want to.   

If you’re working with independent companies or individuals providing services for your event, you must check they have adequate insurance. For example, if food is provided by a third party (such as food stalls), it’s your responsibility to check their insurance, food business registration, and food hygiene ratings (link opens in new tab).

Also make sure non-Girlguiding sites and third-party activity providers have public liability insurance for at least £5 million. If they have less than £5 million, you can still accept it, but you need to understand that this limits the amount that can be claimed in the event of an incident.  

Before signing any contracts - such as for venues or external activities - read the terms carefully. You may be agreeing to liabilities that aren’t covered by Girlguiding’s insurance. If you’re unsure, contact the insurance team at [email protected] before signing. If you have any concerns about the terms of a contract, please email [email protected]. 

Volunteers and attendees may need travel insurance, even for travel within the UK. Be sure to check what’s required based on your trip details.

• The commissioner at the level the event is being organised must approve the event in principle before planning begins.
• To allow your commissioner to approve the event, you need to do an initial risk assessment. This is a live document that will help shape your planning. Share this with your commissioner, who may appoint an event coordinator to support you, depending on the size and nature of your event.
• Keep your commissioner regularly updated throughout the planning process and during the event.  

At least 1 person on your event leadership team must hold or be working towards the relevant modules of the going away with scheme. This volunteer is responsible for completing the residential event notification (REN) form. Here are the steps you must follow: 

Submit part 1 

• Complete the first part of the REN form, along with a risk assessment and draft activity plan. Send them to your commissioner for approval.
• If you’re working towards your Going away with qualification, you’ll also need to send these to the relevant adviser in your country or region for sign off.
• You may also attach any other supporting documents you think would be useful. 
• Submit using the events area on GO or a paper form, depending on the type of event. 

Get approval before making any bookings

• Ideally, part 1 of the REN should be submitted and approved before making any bookings. 
• However, for time-sensitive bookings (securing a venue, for example), discuss the situation with your commissioner before submitting your REN.

Risk assessment requirements 

• Your risk assessment doesn’t need to be fully completed at this stage. 
• However, it must include immediate risks identified from experience or site visits. 
• Member-specific risks aren’t needed at this stage.

Commissioner approval and next steps

• Your commissioner will consult the relevant advisers and approve the next stage of planning (or not).
• You must submit part 2 of your REN and its supporting documents within the required timeframes. 

Final approval 

You mustn’t proceed with the event until: 

• Any additional actions the commissioner needs are completed.
• REN part 2 is fully approved.  

See our 18-30 residential events procedure.

Before submitting part 1 of the international REN form (PDF, 869KB), you must complete the permission to plan section and submit it to your country or region chief commissioner and regional international adviser. You should do this via GO unless otherwise agreed with your chief commissioner. You need their authorisation before going ahead with part 1. 

Once part 2 of the REN is signed off, a copy must be kept at the country or region office or with the relevant adviser. For more details, see our page on taking girls abroad. 

To take girls abroad on a residential you must: 

• Hold the relevant modules of the going away with scheme for the type of event you're planning.
• Hold, or be working towards, the travelling abroad module.
• Hold the relevant module (module 6) for the sections you’re taking away.  

Joint activities come with increased complexity and risk, which you must carefully consider. While you must follow all Girlguiding rules, it’s also important to work with the other organisations to make sure both parties can meet their respective requirements.

The relevant commissioner and adviser must be satisfied that the other organisation has authorised the event. For more information, check out our guidance on activities with other organisations. 

If you’re organising a Duke of Edinburgh expedition you must follow the rules on girl-led residentials.

• Agree on a communications plan amongst your event team to clearly outline event responsibilities for volunteers.
• Providing this information in advance gives volunteers time to prepare.  

• Give invited units plenty of notice about the event so they can plan accordingly.   

Make sure leaders attending with their girls understand their responsibilities before the event. Giving them information early allows them to prepare, ask questions, and sort out any concerns. Make sure they’re aware of:

• Required paperwork or qualifications.
• What to bring. 
• Included activities.
• Parking availability at the venue.
• Availability of medical services. 

At the start of the event, brief leaders on key safety information, including:

• Evacuation routes.
• Assembly points.
• First aid location and on-site personnel.
• Procedures for anyone who gets lost.

Since leaders serve as the primary contact for parents and carers, they should be well-informed about event details. See our guidance on setting expectations for your event or residential.  

• Notify local emergency services of your event plans, including the coastguard if relevant.
• If you’re planning an event, by law you may need to notify the police in advance. Different police forces have different requirements for which events you must inform them about. Contact the police in the area where your event is taking place (link opens in new tab) or check their website to find out what applies.
• Depending on the size of your event, you may also need to inform the local council, as they might need to prepare an emergency plan for community impact.  

As a charity, Girlguiding aims to maintain a professional and trustworthy reputation which should be reflected in all marketing and external interactions.

If you have any communication with the national media, you must let the Girlguiding press office know. You can call them on 020 7592 1891 or email [email protected].   

It’s recommended that you have 4 first aiders for every 1,000 children and young people. This can be decreased to 2 first aiders for every 1,000 attendees (as mentioned in the Purple Guide) if there are no young people present.

All first aiders must hold valid and suitable qualifications, such as, but not limited to:

• Girlguiding’s 1st response.
• St John Ambulance’s First Aid at Work (link opens in new tab).
• Healthcare professionals’ valid first aid training.

If the first aider is a man, a woman must be present when a member is being treated. A woman should deal with girls’ personal hygiene queries and needs.   

Having a strong event medical plan is essential. This should be made up of 2 documents: 

• First Aid risk assessment – This identifies potential hazards throughout the event, from load-in to load-out. It assesses the level of first aid cover you need and any specific risks based on activities, location and attendees.
• Event medical plan – This builds on your risk assessment by outlining how you’ll deliver medical care, including first aid locations, emergency response procedures, and communication plans.

The responsibility for doing a first aid risk assessment and producing an event medical plan lies with the venue management. If your event is on a greenfield site, the responsibility for both the first aid risk assessment and event medical plan falls on you.

If you’re unsure about anything, ask for advice from a competent safety consultant.   

Approval process for 1-day events

• Discuss the event proposal with the relevant adviser.
• The adviser will give feedback and discuss any concerns.
• Based on the discussion and feedback, you, as the commissioner, must decide whether to approve or reject the event proposal.

Approval process for residential events

As a commissioner, you’ll need to give approval for residential events. See our information on approving residential events for guidance on the REN approval process.

Approval process for 18-30 events

You don’t need to approve or grant permission for these events, but you should review the form and: 

• Confirm that a suitable risk assessment has been completed.
• Verify that guidelines are being followed for any adventurous activities.
• Make sure a home contact system is in place.
• Check that any parents or carers bringing children to the event have signed the form on page 4.
• For international trips, forward the form to the relevant international adviser for their advice and confirm that appropriate travel insurance has been arranged.

Once these steps are complete, sign the form to acknowledge receipt and return it to the event leader.

If you have any concerns about the event leader’s level of experience or training, raise these directly with them. Discuss opportunities for accessing additional support and training as needed.

Approval process for joint events

For events in collaboration with other organisations, the responsibility for approving the event lies with both the Girlguiding commissioner and the equivalent role holder at the partner organisation.

Approval process for international events

Sign-off for international events happens at country and region level. If you’re the country or region chief commissioner, here’s what you need to do:

• If a volunteer is planning an international event, they’ll want to have a conversation with you and will submit the permission to plan section of the international REN form. This usually happens around 9–18 months before travel. 
• Review the form. Check they have the necessary qualifications and support in place to complete the rest of the paperwork. Then, together with your country and region international adviser, give your approval for the event and for planning to continue. 
• Copies of any forms submitted should be held by your country or region office.  

• Depending on the type of event, the event organiser may decide to cancel – for example, due to low interest or logistical challenges.
• If there are concerns about the event, you should speak to the relevant advisers and discuss the implications before making a decision to cancel or postpone.   

• As an event coordinator, you must be an active Girlguiding volunteer.
• Make sure you have enough time to coordinate and manage the event.  

• Clarify the event’s concept, aims and objectives with your commissioner.
• Discuss these key elements before planning any specific activities or logistics.  

• Agree with your commissioner who will be responsible for approving event plans and establish clear reporting lines.
• Discuss and agree how often you’ll provide reports with your commissioner.
• Be aware that your commissioner holds the final authority to cancel your event.  

• Speak with your commissioner to understand the budget allocated to the event or, if it’s self-funded, how finances will be managed.
• Make sure you know how funds will be tracked, used and reported.  

• Appoint an event team and clearly delegate responsibilities for different aspects of your event.
• Tasks should be divided based on your event’s needs, and each team member should be given a clear, specific role.  

• Appoint someone in the team to be responsible for managing any health disclosures and safeguarding issues. 
• This volunteer should be well-versed in our safeguarding policies and know the correct steps to follow if an issue arises during the event.  

• If you’re coordinating a joint event, clarify with your commissioner what agreements have been made with the partner organisation.
• Make sure all parties involved understand their roles and responsibilities for the event.