Name of activity / event / location	Arrivals, Departure & Vehicle Movement / Big Birthday Adventure / Scout Adventures Fordell Firs	Date of risk assessment	27/08/2026	Name of who undertook this risk assessment	C S
		Date of next review	16/08/2027

Hazard Identified? / Risks from it?	Category	Who is at risk?	How are the risks already controlled? What extra controls are needed?	What has changed that needs to be thought about and controlled?
Hazard – something that may cause harm or damage. Risk – the chance of it happening.	Category to help organise risks	Young people, Leaders, Visitors?	Controls – Ways of making the activity safer by removing or reducing the risk from it. For example - you might use a different piece of equipment or you might change the way the activity is carried out.	Keep checking throughout the activity in case you need to change it…or even stop it! This is a great place to add comments which will be used as part of the review.
Arrivals/departures of various vehicles collisions & injury	Core	All Present	Fordell Firs Staff and Service Team will be primarily responsible for the management of all traffic during the arrival and departure times on the Friday evening and during Saturday arrivals and departures the Travel, Logistics & Site Support Team will take over management of traffic. All drivers coming onto site must adhere to instructions given by Fordell Firs Staff, Service Team and Big Birthday Adventure Staff Team. Vehicular movement/access will be restricted across the site, with a site-imposed speed limit of 5mph. All traffic will enter and exit via the Main Entrance on the B981. Leaders of groups whose Parents/Carers are dropping them off on site, must be there to receive them 15 minutes before their groups allocated drop off/pick up time. A designated drop off/pick up area for the shuttle coaches will be agreed between the Fordell Firs Staff and the Big Birthday Adventure Travel, Logistics & Site Support Lead prior to the commencement of the camp. Arrival by Car Participants arriving via Car with Parents/Carers will be given an allocated drop off time, this must be adhered to. Parents/Carers must only stop to let off participants with Kit, where their Leaders will be there to accept them. They are not permitted to leave their car on the road, blocking traffic, or to visit their tent. This is due to traffic management issues. Leaders must be at the main car park 15 minutes before their time slot. Departure by Car Participants arriving via Car with Parents/Carers will be given an allocated pick up time, this must be adhered to. Leaders will ensure that for the allotted time, their group is together and can easily be picked up by Parents/Carers.
Squirrels arrivals/departures incorrect handover of a young person to or from a parent/carer	Core	Young People	Parents/carers of Squirrels will drop off and collect their young people directly at Fordell Firs. Families will receive clear arrival and collection instructions in advance, including designated areas and allocated times or time windows where appropriate. Parents/carers must follow directions given by the Fordell First Staff and the Big Birthday Adventure Event Management Team when entering and moving around the site. Squirrel Drey Volunteers must be ready to receive their young people before the Group's designated arrival time. Young people will remain the responsibility of their parent/carer until handed over to an appropriate Group Volunteer. At departure, Squirrels will remain under Group supervision until handed back to their parent/carer or another authorised person.
Beavers and Cubs arrivals/departures incorrect handover of a young person to or from a parent/carer, young people becoming separated from group during arrival, transfer or departure, interaction with members of the public and unrelated vehicles at Halbeath Park & Ride and Inverkeithing Railway Station, outwith rations of adults to young people	Core	Young People	Cubs and Beavers may arrive and depart using one of the transport arrangements agreed with the Big Birthday Adventure Event Management Team: travel directly to and from Fordell Firs in a Group minibus; or where agreed in advance, Groups travelling by train will be collected from and returned to Inverkeithing Railway Station using BBA-arranged transport. Groups will be provided with clear instructions for the transport arrangement applicable to them. Group Volunteers will be responsible for ensuring that their young people are accounted for throughout arrival, transport and departure. A register/headcount will be completed before each organised transport movement. Any discrepancy must be resolved before the vehicle departs. Young people will be supervised at all times. Luggage will be loaded and unloaded in a controlled manner. At Fordell Firs, transport vehicles will use designated drop off/pick up zones as directed by the Fordell Firs Staff. This will be agreed between Fordell Firs Staff and the Big Birthday Adventure Travel, Logistics & Site Support Lead prior to arrivals/departures. Each group travelling via BBA-arranged transport should ensure they have the correct ratios of adults to young people, as per Scouts POR 9a 1.2, it should be noted that the driver of the shuttle bus will NOT count towards a groups ratios. Groups Travelling by Minibus Groups travelling directly to Fordell Firs by their own minibus will follow the arrival and departure instructions issued by the Big Birthday Adventure Event Management Team. The Group remains responsible for the supervision and accounting of its young people throughout the journey. Group minibuses remaining on site must display a valid Big Birthday Adventure vehicle permit. Inverkeithing Railway Station Pick-ups A limited number of pre-arranged participant pick-ups and drop-offs will take place at Inverkeithing Railway Station. These arrangements must be agreed with the Big Birthday Adventure Travel, Logistics & Site Support Lead in advance. Groups using this option will travel together by train and will be met at Inverkeithing by BBA-arranged transport and members of the BBA Travel, Logistics & Site Support Team. Group Volunteers will remain responsible for the supervision and accounting of their young people throughout the rail journey and while waiting at the station. Young people will remain together and supervised while moving between the station and the Event vehicle.
Group Vehicles and Equipment	Core	All Present	Each attending Group will be permitted a maximum of two cars/vans on site. Group vehicles may be used to transport essential equipment, including tents, camping equipment and other Group kit. Groups using the Big Birthday Adventure transport arrangements must ensure that sufficient Group Volunteers are available at the relevant collection point to receive and supervise their young people, while allowing for Group equipment vehicles to travel directly to Fordell Firs. Group vehicles must follow the arrival, unloading and parking arrangements provided by the Fordell Firs Staff and Big Birthday Adventure Event Management Team. Once unloading is complete, vehicles remaining on site may need to be moved to designated parking area and have a Big Birthday Adventure Parking Permit.
General Vehicle Movements at Fordell Firs collisions between parked and moving vehicles, pedestrians resulting in injury, reversing vehicles, increased onsite traffic during arrivals/departure, movement of group and staff vehicles through camping/activity areas while the event is running.	Core	All Present	The Fordell Firs Staff and Big Birthday Adventure Travel, Logistics & Site Support Team will coordinate vehicle movements on site, particularly during arrival and departure periods. All drivers entering Fordell Firs must follow instructions given by the Fordell & Event Teams. The site-imposed speed limit of 5mph must be observed at all times. Vehicles must only use designated access routes, unloading areas and parking areas. Pedestrians and vehicles will be separated wherever reasonably practicable. Young people will be supervised when moving through or near vehicle areas. Roads, turning areas and emergency access routes must be kept clear. Vehicle movements around the site will be restricted once young people have arrived and the event is underway. Routine movement of private vehicles through participant camping and activity areas will not be permitted. Where vehicle movement within a participant area is unavoidable, participants will be kept clear of the vehicle route and the movement controlled by the Fordell Firs Staff and Big Birthday Adventure Travel, Logistics & Site Support Lead. All vehicles remaining on site during the event must display a valid Big Birthday Adventure vehicle permit. Vehicle permits will allow the Event Team to identify authorised vehicles and contact the driver or owner if a vehicle requires to be moved. All vehicles that are permitted to move around site will be clearly marked as a "Site Vehicle". Fordell Firs Staff may require use of their onsite vehicle, referred to as the 'Mule'. This is to be operated by Fordell Firs Staff or a member of the Big Birthday Adventure Event Management Team providing they gain permission from Fordell Firs Centre Manager and provide the correct documentation.
Coaches, Buses and Minibuses loading & unloading people, vehicle movements, young people walking around in vehicle manoeuvring areas	Core	All Present	Coaches, buses and minibuses will use designated loading and unloading areas as directed by the Fordell Firs Staff and Big Birthday Adventure Travel, Logistics & Site Support Team. Young people will be supervised during boarding and alighting and must remain clear of vehicle manoeuvring areas. Drivers remain responsible for the safe operation and manoeuvring of their vehicle. Coaches, buses and minibuses should avoid reversing wherever reasonably practicable. Where reversing is unavoidable, the manoeuvre will only take place when the surrounding area can be kept clear of pedestrians and will be assisted by suitable volunteer or staff. Suitable volunteers or staff will assist with keeping pedestrians clear of the vehicle manoeuvring areas.
Emergency and Exceptional Vehicle Movements unable to access site	Core	All Present	Emergency vehicles must be given unrestricted access at all times. Roads and emergency access routes will be kept clear of vehicles, equipment and participants.
Vehicle Parking	Core	Leaders, Visitors, Volunteers	Group leaders, Big Birthday Adventure Staff and Minibuses It is vital that the main car park is left as clear as possible for arrival/departure. Parking will be managed by Fordell Firs Staff in conjunction with onsite traffic management. Leaders and Staff with cars / minibus must apply for and display a parking permit. This will provide the Big Birthday Adventure Event Management Team with a list of vehicles allowing a member of the team to contact you, if a car or minibus needs moved. Minibuses just dropping off or picking up will still require having minibus parking permits, so we can contact people if they are left, and need moved and so we have a standard process for minibuses. Prior to arrival and departure commencing, Cars and minibuses must be moved to the temporary parking areas (next to the Site Reception/Sir Garth Morrison Lodge). Once arrivals/departure has ceased vehicles, other than the Core Teams, should be moved back to the main car park. Any visitors to site who will be parking their car should report to the Event Reception in the Sir Garth Morrison Lodge to sign in and collect a vehicle parking permit.