Product Overview

Summary: This Recreational Activities Management Safe Operating Procedure provides a clear, WHS-aligned framework for planning, supervising and reviewing recreational programs in Australian workplaces and facilities. It helps duty holders manage physical, psychosocial and environmental risks so employees, clients and visitors can participate in activities safely and confidently.

Recreational activities – from team-building days and sports events to arts, excursions and outdoor programs – are a valuable part of many Australian workplaces and service environments. However, they also introduce a range of foreseeable risks, particularly where participants may be young, elderly, have a disability, or be unfamiliar with the environment. This Recreational Activities Management SOP provides a structured, repeatable approach to planning, approving, running and reviewing recreational activities in line with Australian WHS legislation and duty-of-care obligations.

The procedure sets out how to assess participants’ needs and capabilities, select appropriate venues and equipment, identify hazards, and implement practical control measures before any activity proceeds. It clarifies supervision ratios, consent requirements, emergency planning, transport considerations, contractor management and incident reporting. By embedding these steps into day-to-day practice, organisations can reduce the likelihood of injuries, manage psychosocial risks such as bullying or exclusion, and demonstrate that recreational programs are being delivered in a controlled, defensible and professional manner.

Whether you operate an aged care home, NDIS or community service, school or tertiary campus, corporate workplace, youth service, camp or retreat, this SOP helps standardise how recreational activities are managed across your organisation. It supports consistent decision-making, improves communication between managers, support staff and external providers, and provides a clear reference point for training new staff and volunteers.

Key Benefits

• Ensure recreational programs are planned and delivered in line with Australian WHS legislation and duty-of-care requirements.
• Reduce the risk of injuries, incidents and complaints during workplace and client-focused recreational activities.
• Standardise how activities are assessed, approved, supervised and reviewed across different teams and locations.
• Strengthen documentation and evidence in the event of regulator enquiries, insurance claims or incident investigations.
• Improve participant experience, inclusion and wellbeing through structured risk assessment and tailored control measures.

Who is this for?

• WHS Managers
• Recreation and Activities Coordinators
• Aged Care Lifestyle Coordinators
• Youth Workers and Program Coordinators
• Outdoor Education Instructors
• Sports and Leisure Centre Managers
• School and TAFE Activity Coordinators
• Disability Support Workers and Team Leaders
• Camp and Retreat Managers
• Community Services Managers
• Event and Program Managers
• Human Resources Managers

Hazards Addressed

• Slips, trips and falls during sports, games and excursions
• Manual handling injuries from moving equipment, furniture or participants’ mobility aids
• Heat stress, dehydration and sun exposure during outdoor activities
• Drowning and water-related incidents during aquatic or waterfront activities
• Collisions, impact injuries and sprains from active or competitive games
• Behavioural incidents, aggression or challenging behaviours in group settings
• Psychosocial hazards such as bullying, exclusion, harassment or distressing content in activities
• Allergic reactions or medical episodes triggered by environmental factors, animals or activity materials
• Vehicle and transport risks when travelling to and from venues
• Environmental hazards such as uneven terrain, poor lighting or adverse weather conditions
• Inadequate supervision ratios leading to unmanaged risk for high-needs participants
• Equipment failure or misuse of recreational gear, tools or technology

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Terms
• 3.0 Roles and Responsibilities
• 4.0 Activity Planning and Approval Process
• 5.0 Participant Assessment and Consent Requirements
• 6.0 Risk Assessment and Control Measures for Recreational Activities
• 7.0 Venue, Environment and Weather Considerations
• 8.0 Equipment Selection, Inspection and Maintenance
• 9.0 Supervision Ratios, Briefings and Behaviour Management
• 10.0 Transport and Off-site Activity Management
• 11.0 Managing Medical Conditions, Medications and Emergencies
• 12.0 Psychosocial Risk Management and Inclusion Strategies
• 13.0 Incident Reporting, Investigation and Corrective Actions
• 14.0 Communication with Families, Carers and External Providers
• 15.0 Training, Induction and Competency Requirements
• 16.0 Documentation, Records Management and Review
• 17.0 Continuous Improvement and Periodic SOP Review

Legislation & References

• Work Health and Safety Act 2011 (Cth) and relevant state and territory WHS Acts
• Work Health and Safety Regulations 2011 and relevant state and territory WHS Regulations
• Safe Work Australia – Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Code of Practice: Managing the Risk of Falls at Workplaces
• Safe Work Australia – Code of Practice: Managing Risks of Hazardous Chemicals in the Workplace (where relevant to activity materials)
• Safe Work Australia – Guide: Work-related psychological health and safety
• National Principles for Child Safe Organisations (for child and youth activities)
• Aged Care Quality Standards (for residential and home care recreational programs)
• NDIS Practice Standards (for disability service recreational and community participation activities)
• AS/NZS ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use
• Royal Life Saving Australia and Surf Life Saving Australia guidelines for aquatic activity supervision (where applicable)