Guidance for running YAC sessions in hot weather
When planning outdoor activities, keeping an eye on the weather forecast and planning for severe weather is important. With UK summers becoming increasingly hot with periods of extreme heat more common, there are some important health and safety concerns for running YAC events, especially outdoors. Please consider the following guidance in your YAC session plans and risk assessments during the summer months
Shelter
If you are working at an outdoor site, is there sufficient shade from the sun? Do a recce visit in advance and consider the position of the sun at different points of the day and plan activities accordingly.
Timing
Is it possible for outdoor activities to take place earlier in the day? Plan activities to avoid being out in the sun between 11am-3pm. If your event is day-long you may wish to plan some sheltered or indoor activities for the hottest part of the day.
Activities
Heat exhaustion and heat stroke are more likely when doing physical work, so pace the activities you have planned. For example, if your group is doing a dig you could plan for short periods of excavation alternating with time to wash finds in a sheltered spot. An ideal destination for a YAC activity in hot weather is an old stone church so perhaps you could plan a church recording activity if your YAC meeting falls on a day expected to be very hot!
Digging
Excavating in hot dry weather comes with its own set of health and safety concerns. Keep in mind that breaking the ground will require more effort so make sure young people are given guidance on safe digging. When the soil is dry and dusty there is an increased risk of dust getting in eyes so make sure this is included in your risk assessments and health and safety briefing and your first aiders are prepared for this. You might want to consider investing in some safety goggles.
Safety
Make sure everyone is aware of the signs of heat exhaustion: tiredness, dizziness, nausea, excessive sweating, confusion. Anyone struggling should be moved to a cool place and given a drink of water, and first aid administered as necessary. Make sure you’re aware of the NHS guidance on how to cope in hot weather: https://www.nhs.uk/live-well/seasonal-health/heatwave-how-to-cope-in-hot-weather/
Hydration
Are there facilities for refilling water bottles? Encourage YAC members to bring their own water and if refilling is not an option provide plenty of bottled water.
Communication
Share this flyer with your members before the event so they’re aware of the measures in place to keep everyone safe during this event. On the day, make sure all children and adults attending the event are made aware that they can take breaks to cool off throughout the activity – this may not be obvious to everyone so it’s good to clarify.
Clothing
Make sure parents/carers are notified in advance of the clothing suitable for your event, including sunhats. You may wish to provide some spare sunhats (ideally wide-brimmed with neck protection) for anyone who does not have one on the day.
Suncream
It’s recommended that you ask parents/carers to apply sunscreen to your members prior to the start of the session. However, depending on the length of the session, you may decide that you will reapply provided sunscreen or reapply sunscreen you have provided. If this is the case, written permission must be sought from the parent/carer due to potential allergies and safeguarding triggers. Use this form: Model Sunscreen Permission Form
Cancellation
You may decide that your event is not appropriate to take place during extreme heat and it would be best to cancel. Make sure you have a system put in place for communicating cancellations with parents/carers and volunteers.