Product Overview

Summary: This Outdoor Activity Preparation Safe Operating Procedure provides a clear, step-by-step framework for planning and preparing safe outdoor activities in Australian workplaces, schools, and community settings. It helps organisations systematically assess risks, implement controls, and ensure workers, participants, and volunteers are protected before anyone sets foot on site.

Outdoor activities in Australia expose workers and participants to a unique combination of environmental, physical, and logistical risks — from heat stress, UV exposure, and remote locations through to vehicle use, changing weather conditions, and mixed-ability groups. Without a structured preparation process, critical steps such as risk assessments, medical screening, supervision planning, emergency arrangements, and communication protocols can be missed, leaving organisations vulnerable to incidents, legal exposure, and reputational damage. This Outdoor Activity Preparation SOP provides a practical, repeatable method to ensure that every outdoor event or program is thoroughly planned, risk-assessed, and documented before it proceeds.

Designed for schools, outdoor education providers, community organisations, and businesses running off-site or outdoor programs, this procedure walks users through the full preparation lifecycle: defining the activity, assessing the location, checking staff competencies, reviewing participant needs, planning transport and equipment, monitoring weather and environmental conditions, and confirming emergency and communication plans. By embedding WHS obligations, duty of care considerations, and Australian best practice into one coherent document, this SOP helps organisations demonstrate due diligence, support consistent decision-making, and protect the health, safety, and wellbeing of everyone involved in outdoor activities.

Key Benefits

• Ensure outdoor activities are consistently planned and approved using a structured, defensible WHS process.
• Reduce the likelihood of injuries, incidents, and near misses by identifying and controlling hazards before activities commence.
• Demonstrate compliance with Australian WHS legislation, duty of care obligations, and school or organisational policies.
• Streamline communication between management, supervisors, staff, volunteers, and external providers regarding roles, expectations, and emergency arrangements.
• Improve participant experience and confidence by proactively managing medical, behavioural, and accessibility considerations.

Who is this for?

• WHS Managers
• Outdoor Education Coordinators
• School Principals and Deputy Principals
• Camp and Outdoor Program Managers
• Team Leaders and Supervisors
• Excursion and Camp Coordinators
• Recreation Officers
• Sports Coaches and Program Leaders
• Youth Workers and Program Coordinators
• Event and Activities Coordinators

Hazards Addressed

• Heat stress, dehydration, and UV exposure during outdoor activities
• Slips, trips, and falls on uneven, wet, or unstable terrain
• Adverse weather conditions (storms, high winds, lightning, extreme heat or cold)
• Water-related risks for activities near rivers, lakes, beaches, or pools
• Remote or isolated work where emergency response times may be extended
• Vehicle and transport risks associated with travelling to and from activity sites
• Manual handling injuries from moving equipment, gear, or supplies
• Wildlife, insect bites, and environmental allergens
• Medical emergencies related to pre-existing conditions, anaphylaxis, or asthma
• Psychosocial risks such as fatigue, stress, and behavioural issues in group settings

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Applicable Activities
• 3.0 Roles and Responsibilities
• 4.0 Pre-Activity Planning Timeline and Approval Requirements
• 5.0 Site Selection, Inspection, and Environmental Assessment
• 6.0 Risk Assessment and Control Measures
• 7.0 Participant Screening, Consent, and Medical Information
• 8.0 Staff Competency, Ratios, and Supervision Planning
• 9.0 Equipment Selection, Inspection, and Packing Checklists
• 10.0 Weather Monitoring and Go/No-Go Decision Criteria
• 11.0 Transport and Travel Safety Arrangements
• 12.0 Communication Plans and Information to Participants and Parents/Guardians
• 13.0 Emergency Preparedness and Incident Response Procedures
• 14.0 Documentation, Recordkeeping, and WHS Reporting
• 15.0 Post-Activity Review, Debrief, and Continuous Improvement

Legislation & References

• Work Health and Safety Act 2011 (Cth) and corresponding state and territory WHS Acts
• Work Health and Safety Regulations 2011 and equivalent state and territory regulations
• Safe Work Australia – Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Code of Practice: Managing Risks of Hazardous Chemicals in the Workplace (where chemicals such as fuels or cleaning agents are used)
• Safe Work Australia – Guide for Managing the Risk of Fatigue at Work
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS 3745:2010 Planning for emergencies in facilities
• National Principles for Child Safe Organisations (for activities involving children and young people)
• Relevant state and territory Department of Education excursion and outdoor activity guidelines