Camp 4 Champs Policies & Procedures

Risk Assessment, Fire Safety and Health and Safety Policy

Camp 4 Champs uses its risk assessment procedures to ensure that it is a safe and secure place for children, staff & visitors.

Camp 4 Champs carries out regular and thorough risk assessments to ensure that risks and hazards are identified, and appropriate action is taken.    

Risk assessments will be carried out:

  • Before any camp begins
  • Whenever there is a change to equipment or new equipment is being used
  • Equipment or environmental changes due to a specific need of a child or staff member
  • If there is any change to a Camp 4 Champs premises

Not all risk assessments will be required to be written down (e.g., if a jumper is left on the sports hall floor but is moved before the start of the session) however, staff will decide (in consultation with the manager) which risks are to be recorded.

Pre camp / session checks:

Visual checks to all areas to be used (e.g., Sports hall, swimming pool, dining hall, changing rooms etc) before any children arrive

All welfare facilities are clean and tidy 

During camp / session checks:

If an injury occurs or a danger is spotted, the cause is immediately investigated and dealt with 

All welfare facilities are clean and tidy

Post camp checks:

Recording of incidents or accidents

If there is a serious or dangerous incident or accident then the manager must complete accident report form (in the book). If the incident affected a child, a note must be kept on the child’s file. 

If changes to the risk assessment are to be made, Camp 4 Champs will ensure that staff are informed, and the relevant documents are updated. All of our assessments are in line with current health & safety legislation, the EYFS safeguarding and the Health and Safety at Work Act 1974 (HASAWA)

Fire Safety

Camp 4 Champs understands the importance of fire safety, below we have outlined the following fire safety points:

  • Staff are aware of the location of all fire exits, the fire assembly point and where fire safety equipment is stored
  • Children are introduced to the fire safety procedures during the morning managers speech
  • Fire drills are conducted every time camp is running
  • All children are shown the location of fire exits and the fire assembly point
  • Fire doors and fire exits are clearly marked, are not obstructed at any time, and are easily opened from the inside
  • Fire extinguishers, fire alarms and smoke alarms are regularly tested in accordance with manufacturer’s guidance (and the school’s policy)
  • Each site has notices explaining the fire procedures which are positioned next to every fire exit

Fire prevention

Camp 4 Champs will take all steps possible to prevent fires occurring by:

  • Ensuring that power points are not overloaded with adaptors
  • Ensuring that Camp 4 Champs No Smoking rule is always observed
  • Checking for frayed or trailing wires
  • Checking that fuses are replaced safely
  • Unplugging or turning off all equipment before leaving the premises
  • Storing any potentially flammable materials safely

In the event of a fire

  • A member of staff will raise the alarm and call the emergency services
  • The children will immediately be escorted out of the building to the assembly point using the nearest marked exit
  • No attempt will be made to collect personal belongings, or to re-enter the building after evacuation
  • The premises will be checked by the Fire Safety Officer (Manager or Head Coach on site) and the register will be collected, providing that it is safe to do so
  • The Fire Safety Officer will close all doors and windows to prevent the spread of fire when they leave the building if it is safe to do so
  • The register will be taken, and all children and staff accounted for
  • If anyone is missing from the register, the emergency services will be informed
  • If the register is not available the manager will use the emergency contacts list (which is kept off the premises) to contact parents or carers

Responsibilities of the Fire Safety Officer

Camp 4 Champs Designated Fire Safety Officer is the Manager or Head Coach on site. The Fire Safety Officer is responsible for carrying out the fire safety risk assessment and for ensuring that all staff are made aware of fire safety procedures during their induction period.

The Regulatory Reform (Fire Safety) Order 2005 requires that a fire safety risk assessment is undertaken for the workplace based on The Department of Communities and Local Government’s 5 step guide:

The risk assessment should cover:

  1. Identifying potential fire hazards
  2. Identifying people at risk
  3. Evaluating the risks arising from the hazards identified and the means of minimising those risks
  4. Recording the hazards, preparing a fire prevention plan, and sharing these with other members of staff
  5. Reviewing the fire safety risk assessment on a regular basis

The Fire Safety Officer should liaise with the local Fire and Rescue Service for further advice and should ensure that Emergency Contact details are recorded at the front of the register and a copy stored off premises.

Health and Safety Policy

Camp 4 Champs considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

Camp 4 Champs has appropriate insurance cover, including public liability insurance.

Each member of staff follows Camp 4 Champs Health and Safety policy and is responsible for:

  • Maintaining a safe environment
  • Taking reasonable care for the health and safety of themselves and others attending Camp 4 Champs 
  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future
  • Undertaking relevant health and safety training when required to do so by the manager
  • Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures

Responsibilities of the registered person

The registered person for the setting holds ultimate responsibility and liability for the safe operation of Camp 4 Champs. The registered person Helen Moreira (Essex & Herts) & Alison Read (Surrey) will ensure that:

Camp 4 Champs designated health and safety officer is Helen Moreira (Essex & Herts) & Alison Read (Surrey). All staff receive information on health and safety matters, and receive training where necessary

The Health and Safety policy and procedures are reviewed regularly, and staff understand and follow health and safety procedures. Resources are provided to meet Camp 4 Champs health and safety obligations.

All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.

All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the manager

Camp 4 Champs managers are responsible for ensuring that at each session:

  • Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
  • The premises are used by and solely available to Camp 4 Champs during opening hours (unless previously agreed)
  • All Camp 4 Champs equipment is safely and securely stored
  • A mobile telephone is available on the premises at all times
  • Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets
  • External pathways are cleared in severe weather (as per the site policy)
  • Daily environment checks are carried out in accordance with our Risk Assessment policy


Children are not allowed to leave Camp 4 Champs premises during the session unless prior permission has been given by the parents (for example, to attend a medical appointment).

All visitors to Camp 4 Champs must sign the Visitor Pass system sheet and give the reason for their visit. Visitors will never be left alone with the children.

Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.

Toys and equipment

All furniture, toys and equipment are kept clean, well maintained and in good repair. We select toys, equipment, and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys and equipment are disposed of straightaway.

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff at Camp 4 Champs maintain high standards of personal hygiene and take all practicable steps to prevent and control the spread of infection.

A generally clean environment is maintained at all times. Toilets are cleaned daily, and soap and hand drying facilities are always available.

Staff are trained in food hygiene and follow appropriate guidelines and waste is disposed of safely.

Staff ensure that children wash their hands before handling food or drink and after using the toilet.

Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

Spillages of blood, vomit, urine, and faeces will be cleaned up immediately in accordance with our Intimate Care policy.


Staff ratios and levels of supervision are always appropriate to the number, ages, and abilities of the children present, and to the risks associated with the activities being undertaken. 

A minimum of two members of staff are on duty at any time.

The following ratios are applied in all of our camps:

Age of Child Staff: Child Ratio
4-6 years 1:15 (Champ leader & Support crew)
7-9 years 1:15
10+ 1:16


The policy will be reviewed a year after development and then every 12 months, or in the following circumstances:

  • Changes in legislation and/or government guidance
  • As a result of any other significant change or event.

(Last reviewed October 2022)

Date October 2021

To be reviewed September 2023