The planning stage
In the planning stage the Visit Leader should consider whether the accommodation:
- Fits with the aims and objectives of the visit
- Suits the needs and requirements of all participants (including disabled access)
- Is suitable for the gender mix of the group
- Provides adequate security and privacy for all participants
- Complies with appropriate safety standards for the nature of the visit
Prior to the visit
Prior to the visit the Visit Leader should if possible/appropriate:
- Make a prior visit
- Obtain a floor plan showing the location of the group’s rooms. Ideally, the rooms should be close together with the leaders’ quarters located to enable adequate supervision
- Allocate rooms to participants
On Arrival
On arrival the Visit Leader should:
- Carry out a fire drill as soon as possible to ensure all participants are aware of the layout of the accommodation and its fire precautions/exits
- Check the accommodation to ensure it is safe and fit for purpose
- Check for any potential hazards (balconies, electrical connections, access to other rooms etc.) and if necessary establish control measures to deal with these. Where the hazards are extreme or cannot be managed adequately consideration has to be given to insisting on alternative accommodation
- Ensure all participants are aware of the system to ensure their overnight security
- Ensure participants are aware how to obtain assistance if required during the night
