Skip to main content

Volunteering at Scouts is changing to help us reach more young people

Volunteering is changing to help us reach more young people

Volunteering is changing at Scouts. Read more

Discover what this means

Contingency and emergency planning – a checklist

Contingency and emergency planning – a checklist

Please note that this is general guidance only: you will need to develop detailed plans based on a careful assessment of the situation in your area.

  • Take advice (for example from the Environmental Health and Emergency Planning Departments of your local authority, the Fire and Police Services and the Health Service).
  • Build your links carefully, well before the event
  • Appoint one member of the planning team with the responsibility to develop and test the contingency and emergency plan
  • Involve as wide a range of people as possible in preparing the plan (use staff meetings to brainstorm ideas, etc)
  • Test the plan to see whether the proposed procedures will work
  • Record the plan carefully, make sure that it is up to date and that everyone who needs one has a copy (make sure you have back up copies off site)
  • Accidents (e.g. nearby motorway or airport)
  • Acts of nature (e.g. storm)
  • Acts of criminals (e.g. public disturbances)
  • Have a proactive risk management programme with risk assessments fully completed and recorded
  • Have clear health and safety instructions for staff and participants
  • Encourage a safety culture amongst support staff and adult leaders
  • Ensure that medical, fire-fighting and security arrangements are in place
  • Put a reporting system in place (with frequent reviews) so that problems can be spotted and prompt action taken
  • Have a clear contingency and emergency plan and be prepared to implement it
  • Management structures which ensure that there is always (24 hours a day during the event) a duty officer who can make decisions
  • A clear command and control structure which the duty officer can implement quickly
  • Operations centres (one on site, another off it, all with communications and other necessary equipment) for use by the command and control structure
  • Methods of raising the alarm on the site
  • Communications, both routine and emergency
  • Medical care and counselling
  • Dealing with hazardous materials
  • Fire-fighting
  • Site layout
  • Emergency security and evacuation arrangements
  • Emergency transport
  • Liaison with local authorities (with named contacts agreed before the event)
  • Media contacts (remembering the requirements of Policy, Organisation and Rules)
  • Arrangements for contact with parents/guardians of participants
  • Arrangements for follow-up and review after implementation of the plan