Running school clubs and events is one of the best ways to enrich student learning, develop new skills and build a stronger school community. But before any activity gets underway, schools need to ensure they have considered potential risks and put appropriate controls in place. 

Whether you're launching a new after-school club, running a programme during school holidays or organising a lunchtime activity, a well-prepared risk assessment can help staff identify hazards, protect young people and meet safeguarding responsibilities. 

This guide walks through what to include in a school club risk assessment and shares our free editable template you can use for your own activities.

What is a school club risk assessment? 

A risk assessment is a document used to identify potential hazards associated with an activity and record the steps being taken to reduce or manage those risks. 

For clubs and extracurricular activities, this process helps schools: 

• Identify potential hazards before an activity begins 

• Consider how students, staff and volunteers could be affected 

• Put safety measures in place 

• Create a record of decisions and control measures 

• Review and improve activities over time 

The level of detail required will vary depending on the activity. For example, a chess club may present different risks to an outdoor sports club or a cooking activity. 

When should schools complete a risk assessment? 

A risk assessment should be completed before launching a new activity and reviewed regularly throughout the year. 

You may also need to update an existing assessment if: 

• The location changes 

• New equipment is introduced 

• Student numbers increase 

• Staffing arrangements change 

• An incident occurs 

• The nature of the activity changes 

Keeping assessments up to date helps ensure they remain relevant and effective. 

What should a school club risk assessment include? 

Although formats vary between schools, most risk assessments cover the same core information. 

1. Activity details 

Start by recording key information, including: 

• Activity name 

• Club leader or responsible staff member 

• Date completed 

• Location 

• Year groups involved 

• Expected number of participants 

This provides important context and makes future reviews easier. 

2. Identify potential hazards 

Consider what could reasonably cause harm during the activity. Examples might include: 

• Slips, trips and falls 

• Sports injuries 

• Allergic reactions 

• Use of specialist equipment 

• Incorrect storage of materials 

• Late collection of students 

• Unauthorised collection by adults 

• Adverse weather conditions for outdoor activities 

The goal is not to list every possible scenario but to focus on realistic risks that require consideration. 

3. Identify who could be affected 

Think about everyone involved in the activity, including: 

• Students 

• Staff 

• Volunteers 

• Visitors 

• External providers 

Different groups may face different risks, so it is important to consider all participants. 

4. Record existing control measures 

Document the steps already being taken to reduce risk. Examples include: 

• Staff supervision 

• First aid provision 

• Equipment inspections 

• Safety briefings 

• Secure sign-in and sign-out procedures 

• Emergency contact information 

• Appropriate staff-to-student ratios 

This demonstrates how risks are being managed in practice. 

5. Record any additional actions required 

In some cases, further action may be needed before the activity starts. For example: 

• Purchasing safety equipment 

• Completing staff training 

• Updating emergency procedures 

• Communicating expectations to parents 

• Conducting venue checks 

Assigning responsibilities and review dates helps ensure actions are completed. 

Common risks schools should consider 

Every club is different, but some common areas worth reviewing include: 

Supervision 

• Are sufficient staff available? 

• Are supervision arrangements clear? 

• Are volunteers appropriately briefed? 

Medical information 

• Do staff have access to relevant medical information? 

• Are allergies or health conditions known? 

• Is medication available if required? 

Attendance and collection 

• How will attendance be recorded? 

• Who can collect students? 

• How will late collection be managed? 

Equipment and facilities 

• Is equipment fit for purpose? 

• Has the activity space been checked? 

• Are storage arrangements appropriate? 

Communication with parents 

• Have parents received accurate information? 

• Do they know timings and collection arrangements? 

• Have emergency contacts been collected? 

Why good record-keeping matters 

Managing a successful club involves more than completing a risk assessment. Schools often need to keep track of: 

• Bookings 

• Attendance 

• Parent communications 

• Emergency contacts 

• Consents 

• Waiting lists 

When these processes are managed manually, they can quickly become time-consuming, particularly for clubs in high demand or with multiple sessions each week. 

Download your free clubs and events risk assessment template 

To help you get started, we've created a free editable School Club Risk Assessment Template. The template includes: 

• Activity overview section 

• Hazard and risk assessment table 

• Control measures tracker 

• Additional actions section 

• Review and sign-off area 

Simplify club administration with 91¶¶Òõ Clubs & Events 

Once your club is approved and ready to launch, managing bookings, attendance, payments and parent communication can become a challenge. 

91¶¶Òõ Clubs & Events helps schools manage extracurricular activities in one place. Schools can collect information during booking, allocate places fairly, track attendance and communicate with parents more efficiently.  

Whether you're running before-school clubs, after-school activities, trips or events, having the right systems in place can help reduce administration and give staff more time to focus on delivering great experiences for students.  

Learn more