Planning and Notifying an Excursion involving Adventurous Activities

The Notification process which involves the use of the EVOLVE EXCURSIONS MANAGEMENT SYSTEM is a cornerstone of the safety management system and it is crucial that this system is used by all establishments that are planning adventurous activities. Its primary purpose is to provide a protective support mechanism for Heads of Establishments, giving them direct access to expert advice upon which they can base decisions and judgements. Since it is Heads of Establishments who carry responsibility for the safety of adventurous activities, excursions or events this tier is vital for the effective management of safety.

Allied to the notification process are the Register of Approved External Providers and the data base of internal staff qualifications. These two mechanisms help to ensure that only quality providers are used and that staff leading activities directly are appropriately trained and qualified.

Approved External Providers Forms

Find forms including the External Providers application form and the Renewal of Registration form.

Informing Parents

Aberdeenshire Council's safety policy requires that parents should be informed at an early date with full and explicit information about proposed outdoor activities. Information sheet check list.


Aberdeenshire Council does not provide cover or personal accident or illness incurred by participants.

Please see this page for further information on insurance.


All courses will be conducted in accordance with Aberdeenshire Council's policy for Safety and Good Practice in Outdoor Education.

Risk Assessments

Generic & Site Specific Risk Assessments for Adventurous Activities

Generic risk assessments are provided here as exemplars for all of the more
common adventurous activities. They may be used by Visit leaders who are
organising and leading these activities to inform their control and
management of the activity. Visit Leaders and Staff leading these
activities them must read the risk assessment(s) carefully and sign a
declaration to confirm that the control measures identified will be

Visit Leaders and staff leading such activities should be aware that
generic risk assessments are only part of the story and that a site
specific risk assessment should be carried out and recorded with any
additional control measures identified that pertain to:-

  • the particular nature and technical level of the activity
  • time of year
  • the chosen venue
  • any special measures required for the group or individuals

Risk Assessment Template

The Risk Assessment Template has been produced for use by all establishments undertaking excursions. Please complete this and attach to your visit forms.

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