Somerset Council’s Outdoor Education Advisor has issued guidance to help schools manage changing risks during educational visits. Dynamic Risk Assessment Info Sheet 82 sets clear expectations for Visit Leaders and accompanying staff, ensuring that trips remain safe, enjoyable and responsive to real‑time conditions.
Key points from the new guidance
- Schools are reminded that while educational visits offer valuable learning, they must be supported by robust planning and strong professional judgement throughout the activity.
- Before any trip takes place, staff must have clear learning outcomes, suitable risk assessments, appropriate staffing ratios, a competent Visit Leader, provider assurance checks, SEND and medical plans, emergency contacts and transport checks in place.
- Dynamic risk assessment is described as a continuous, real‑time process led by the Visit Leader. It involves identifying and responding to hazards as they arise during a visit, complementing existing pre‑planned assessments.
- Staff are encouraged to follow a simple decision‑making model: Stop, Think, Assess, Decide, Communicate, Record. This ensures decisions are timely, proportionate and clearly understood by all adults and pupils involved.
- Dynamic decisions may be required if weather worsens, venues become unexpectedly busy, routes become unsafe, pupil behaviour escalates or a member of staff becomes unavailable.
- Near misses must be reported, as they provide important learning and help schools strengthen future planning and supervision.
- All staff on visits are expected to follow Visit Leader instructions, maintain effective supervision, report hazards promptly, understand risk assessments and support any SEND or medical needs.
- The guidance encourages a learning culture where staff raise concerns early and reflect on visits to support continuous improvement.
Where to find the full guidance
Info Sheet 82 is now available in the Guidance for Schools section of the Somerset Council Health and Safety website. Schools are encouraged to review the document in full and ensure that Visit Leaders and accompanying staff are familiar with the updated expectations.
Learn more
Somerset Council Outdoor Education Advice Homepage
External Visit Coordinator Training
Outdoor Education and Off-site Visit Guidance
