Risk Assessment

Some events may have hazards which could cause people attending to become injured or unwell. To help identify any hazards and the likelihood that they may cause harm, a risk assessment must be in place.

A risk assessment records these hazards and the risk they pose to help identify the controls required to reduce or remove the risk.

Lead event organisers: On submission of a Single Event Notice (SEN), the Member Communities team will determine whether you need to complete a risk assessment and, if so, any that are applicable will be sent to you.

Event volunteers: The lead event organiser may require you to assist in the completion of a risk assessment if necessary. You will be given advice and more detailed support on completing these.

Insurance Cover

Completing the Single Event Notice (SEN) and Risk Assessment process is a crucial step in the planning and delivery of events. It ensures Boundless by CSMA is informed of the event details, including the activities involved, from initial setup through to operation and dismantling.

The risk assessment identifies potential hazards, assesses the likelihood and impact of those risks, and outlines measures to mitigate or eliminate them. This process helps protect the safety of all involved and ensures compliance with Boundless by CSMA’s legal and organisational health and safety responsibilities.

For Boundless by CSMA-organised events, volunteers are classed as employees and are covered under Boundless by CSMA’s insurance if injured while performing their duties'.

Information submitted by volunteers during the planning stage also enables Boundless by CSMA to confirm that event activities fall within the scope of their insurance. Volunteers planning and running events will be covered under Boundless by CSMA's Public Liability Insurance.  This protects against injury or damage to third parties, provided they are acting within their agreed roles and adhering to Boundless by CSMAs health and safety procedures.

Volunteers acting independently or outside the scope of their agreed responsibilities may not be covered. Therefore, clear communication and proper documentation between volunteers and the organisation is essential to ensure adequate insurance protection is in place at all times.

If you have any questions or require any help with completing your SEN or Risk Assessments, please do reach out to the team as they are on hand to help you.

Exclusions from cover:

However, certain hazardous activities are excluded from cover unless specific agreement is obtained from our insurers prior to commencement.

Should any volunteer contemplate organising an event on behalf of Boundless that involves one or more of these excluded activities, then they must discuss this with Member Communities at least 8 weeks prior to the event in order that it can be declared to the underwriters who reserve the right to charge an additional premium to include such activity.

Fire Safety

Staffed venue:
Before your event begins, speak to your venue contact to check the fire alarm system, identify relevant escape routes, confirm the location of assembly points, and understand who will take charge if an evacuation is needed.

Un-staffed venue:
If your venue doesn’t have staff to manage emergencies, such as a village hall, campsite or other self‑managed space, you’ll need to decide who will lead an evacuation, how attendees will be alerted, where they should gather safely, and who will contact the emergency services.

These arrangements should be written into your risk assessment, along with key information like the nearest A&E department and the site owner’s contact details. Taking the time to check these details ensures everyone can leave quickly and safely should a fire occur.

First Aid

First aid is about stopping an injury or illness from getting worse until professional help arrives. Volunteers should always stay calm, assess the situation safely and avoid putting themselves in danger.

Every Boundless event must have at least one appointed person responsible for managing first‑aid situations. They don’t need formal training, but they do need to be present throughout the entire event, including set‑up and pack‑down.

The appointed person’s role includes:

• Taking charge if someone becomes ill or injured

• Calling the emergency services or venue first aider when needed

• Collecting basic information about what happened

• Reporting the incident to the Member Communities team

For events at remote sites, places with limited phone signal or venues without their own first‑aid provision, you may need extra support. Speak to the Member Communities team if this applies.

Accident, Incident and Near‑Miss Reporting

Boundless has a duty to protect everyone involved in its events, so volunteers must report any accidents, incidents or near‑misses that happen at a Boundless event.

Volunteers should:

• Report all accidents, incidents and near‑misses to the Member Communities team

• Do this within 24 hours wherever possible

• Record basic details so the incident can be logged properly

Emergency Situations

Some situations require immediate action and must be reported straight away after the relevant emergencies services have been contacted using the Boundless 24/7 emergency number:
0330 123 2011.