All clubs and societies are required to register their activities with the Students Association. Established good practice requires you to let people know where you are going, and also to inform them of what you intend to do when you get there. In the event of an incident, the information that the Association requires from the Club will be of benefit to everyone involved. This is a simple procedure using the attached trip and activity registration form.  

The distinction between Club/society and personal activities is a contentious issue.  However, to clarify the position, Club/soc activities are recognised as being either one or more of the following: 

• Is publicised at club/society meetings 

• Is publicised by club/society via their social media/noticeboards etc 

• Uses the club/society name 

• Is funded by the Clubs and Societies fund 

• Makes use of equipment owned by the club 

• makes use of organized transport 

Trip Registration Procedure 

The following forms must be completed and handed in to the CSA office.   

Once the activity is authorised by the CSA general manager or another delegated person, a copy will be returned to the activity organiser, and this must be taken on the registered activity.  On the back of this form is the procedure that MUST be adopted in the event of an incident that may warrant the use of any of the emergency services. 

Trip and Activity Organiser 

These students are Officers of the Club who usually have put their name forward because of their experience in that particular activity and are willing to lead smaller groups of students. 

The ratio of Activity Leaders to students will depend on National Governing Body Guidelines, experience of the Leader, environmental conditions, the degree of difficulty the activity will undertake, etc 

The activity organiser is responsible for: 

• The safety of all the activity participants 

• Ensuring the club/society guidelines are followed at all times 

• Ensuring that all aspects of the trip’s planning have been covered. This includes transport and drivers, first aiders, activity leaders and equipment, itinerary, accommodation (where necessary) and emergency procedures. 

• Provide all participants with sufficient information ensure they are in no doubt as to the nature of the trip, and their personal responsibilities and requirements, including the participants duty to inform the club/society president of any relevant medical conditions 

• Encouraging all participants to respect the club/society guidelines and not to bring the club into disrepute 

• Ensuring that all Paperwork is lodged with the CSA in good time (trip registration form and the list of participants) 

Activity organisers should be aware that although participants are accepting a certain risk themselves, many lack the necessary experience to undertake reliable risk assessment and therefore rely on the activity organiser’s judgement and experience. It should also be remembered that participants are often in a new environment, and the activity organiser cannot expect that apparently obvious precautions will be taken therefore a ‘duty of care’ will exist 

The trip organiser is responsible for the overall planning of a club/society activity and although they may delegate tasks, it is up to them to ensure that the activity can run safely, efficiently and successfully. 

You must submit a relevant risk assessment and any briefing along with the trip registration form below.

Download Trip/Off-Campus Activity Registration Form Here