How to create detailed risk assessments for each tour

To create a valid risk assessment, you must walk through each itinerary to identify every potential danger and document the specific actions you will take to prevent accidents. In the UK, this is a legal requirement under the Health and Safety at Work etc. Act 1974; you must demonstrate that you have taken all "reasonably practicable" steps to ensure the safety of your guests and staff.

The Five Steps of Risk Assessment

The Health and Safety Executive (HSE) recommends a simple five-step approach to managing risks. For a tour operator, these steps should be applied to every unique itinerary you offer.

1. Identify the hazards: Walk the route yourself. Look for anything that could cause harm, such as busy road crossings, steep stairs, or slippery surfaces.
2. Decide who might be harmed and how: Consider different types of guests. A cobbled street might be a minor nuisance to a teenager but a significant hazard to an elderly guest or someone using a pram.
3. Evaluate the risks and decide on precautions: You cannot eliminate all risk, but you must minimise it. If a path is too dangerous, can you change the route? If not, what warning will you give?
4. Record your findings: Documenting your assessment is vital. If you have five or more employees, this must be written down, but even as a solo guide, having a record is essential for insurance and legal protection.
5. Review and update: Environments change. A route that is safe in summer might be treacherous in winter. Review your assessments annually or whenever a significant change occurs.

Common Hazards in Touring

When drafting your documents, consider these common categories to ensure you haven't missed anything:

Writing Your Control Measures

A "control measure" is the specific action you take to reduce a risk. You should aim for the most effective measure possible. For example, if a specific viewpoint has a low railing, your control measure might be to "keep the group three metres back" or "provide a verbal safety warning before arriving at the spot."

• Elimination: Can you avoid the hazard entirely?
• Substitution: Can you use a safer alternative?
• Administrative: Can you use signs, briefings, or training to manage the risk?

Tip: Always include an "Emergency Action Plan" at the end of your risk assessment. This should list the nearest A&E departments along your route and provide a clear process for what to do if a guest is injured or taken ill during the tour.