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Safety, Trips & Transport

Health and Safety

Risk Assessments

For all non-regular activities and events that are not covered by your annual risk assessment (submitted during re-affiliation), you will need to complete a one-off risk assessment. Please read through our guidance notes before filling out one of our templates.

The annual risk assessment template should be completed each year as a part of re-affiliation.

The one-off risk assessment template should be used for any events with activities that are not covered in your annual assessment.

Email completed risk assessments to the Student Services Team on Please note that you may be asked to re-do them if they are not suitable for your event or filled out properly.

DBS Checks

DBS (Disclosure and Barring Service) checks are required for some roles involving work or volunteering with children or vulnerable adults. Please have a look at the guidance on this page to find out more.


For information on personal injury, public liability and contents insurance take a look at our handy Student Group Insurance Guidance document

Incident Reporting

At the time of the accident or incident please report it to the appropriate officials e.g. sports venue staff, event organisers etc.

Please report the accident/incident to the Student Services Team within 24 hours or as soon as is practicable by filling in this form.

Serious accident or incident and emergencies

In the event of any serious accident or incident which involves the Emergency Services, or which could involve media attention, please follow this procedure:

  • Ensure the safety of yourself then the group.  
  • Call the Emergency Services if necessary and ensure before you call that you are able to explain exactly where you are. You will also need to give them your name, the number from which you are ringing and a brief summary of the incident including possible injuries and the number of injured.  Where possible treat any casualties if it is safe to do so. 
  • Contact University Security (see below) as soon as possible.   
  • Do not make any statement to the media other than “no comment”. DO NOT discuss any aspect of the incident with anyone who is not connected with the emergency services.  

It is the responsibility of the trip leader and vehicle driver to ensure that all participants are aware of the actions to take in the event of an emergency.

Reporting to University Security

University Security operate 24 hours a day 365 days a year. If  the accident/incident is serious, or an emergency, it must be reported immediately to University Security on 0117 331 1223. Inform security of the following information:

  • Your name and where you are calling from
  • The name of the student group involved
  • A brief description of the incident – where, what, how
  • The name(s) and numbers of students involved in the accident/incident
  • The name of the hospital where any casualties have been taken
  • The name and number of any police officers in attendance



Trips are often the highlight of a groups' year - they can be challenging, adventurous, a learning opportunity, rewarding and, of course, fun.

As a group leader you have a responsibility for the safety of your members, as well as your own. When organising a trip remember the following:

  • Plan your itinerary and book your transport, accommodation etc well in advance
  • Nominate a Trip Organiser
  • Keep members informed
  • Create a budget and remember to include transport, accommodation, entrance fees, food and any other expenses.  Ensure what you charge covers all your costs and don't assume you'll sell all the trip places
  • Manage the risks – carry out risk assessments for the trip.  Remember, the trip includes the journey to and from the place you're visiting
  • Ensure you have the names and contact details of all the trip participants
  • Know what to do in case of an emergency (see Health and Safety section above)
  • Seek advice from Bristol SU if you need it

If you're in any doubt about what to do, please get in touch.

Register Your Trip

We encourage you to register your trip with us and are, therefore, always happy to accept details of your trip (where you are going, when, who is attending), which we will log with University Security. To do this please fill in the form below.

Whether or not you choose to register your trip with us, you MUST ensure that you thoroughly plan and risk assess your trip before and during it. Please ensure you've read the above section on Health and Safety so you know and understand your responsibilities.

If you need advice or help please get in touch with us:

Travel Insurance

If your student group is going abroad, please ensure your members are aware that Bristol SU does not provide travel insurance. They will need to arrange this themselves.

If travelling within the EU (plus Iceland, Liechtenstein, Norway and Switzerland), you can get free or reduced-cost emergency treatment with a European Health Insurance Card - visit

However, this will not cover the cost of getting you home after an accident, or insure your possessions, so you and your members will still need to take out travel insurance.



You can book minbuses, cars and vans through Bristol SU - see our Transport Guide for details.

To book any self-drive hire vehicle, complete the Transport Booking Form. All drivers must complete the Driver Declaration Form and send clear copies of their paper and card driving license to at least 7 days before your trip.

Drivers also need to complete a Non-Standard Driver Form and send to if they:

  • are under 21
  • have had their full driving license for less than 2 years (but must have held their full driving license for 12 months or more)
  • hold a driving license that was not issued in the UK
  • have any medical conditions that may affect driving
  • have any previous motor convictions, accidents or claims

If a motor incident occurs please do report it on our accident/incident form and let the Student Services Team know as soon as possible. Should a hire vehicle need repair and we submit a claim on behalf of your student group there will be an excess of £150 to pay.

Minibus Training

Anyone driving a minibus for Bristol SU must undertake a training course.

We have an arrangement with UWE where University or Bristol students can attend their in-house minibus training and it only costs £75! (for non-UWE students)

Training dates for 2020 are as follows:
Tuesday 21st and Sunday 26th January
Tuesday 18th and Saturday 22nd February
Tuesday 17th and Saturday 21st March
Tuesday 19th and Saturday 23rd May

Additional courses can be arranged for four or more participants subject to the availability of the trainer. Courses cost £450 (up to 6 spaces @ £75 each). While all theory tests must be carried out at the UWE campus, if UoB students wish to arrange a separate course the trainer can arrange for the meeting point for the practical to be at Bristol SU, or another suitable location. 

Further information including guidance on how to book can be found here, and you'll need to complete the Driver Declaration Form. Please note that you can only pay for these sessions over the phone with UWE on 0117 32 82577 and they will provide you with a receipt so that you can claim the money back.

Alternatively, you can book MiDAS training with Bristol Community Transport. The training course enables you to drive any minibus for 4 years and  costs £150 per person. Please get in touch with Student Services if you wish to book MiDAS with Bristol Community Transport.