3.5 Explain factors in risk assessment for exercise sessions for individuals and groups

This guide will help you answer 3.5 Explain factors in risk assessment for exercise sessions for individuals and groups.

Risk assessment is an important part of planning safe exercise sessions for individuals and groups in health and social care settings. It supports the safety of participants, staff and visitors. It helps identify possible hazards before they cause harm. Risk assessment allows workers to think ahead and plan measures that reduce the chance of injury or illness. Good preparation means exercise can be both safe and effective for everyone involved.

In health and social care, exercise sessions may be delivered in gyms, activity rooms, outdoor spaces or at a person’s home. Each of these settings has different risks. The level of risk will also vary depending on the age, health and mobility of the people taking part.

This guide covers the main factors that should be considered when completing a risk assessment for exercise sessions in these environments.

Purpose of Risk Assessment in Exercise

The aim of a risk assessment is to find hazards and assess how serious those hazards could be. Hazards are anything that can cause harm. Once hazards are identified, actions can be taken to control or remove them. In exercise sessions, hazards can include physical obstacles, faulty equipment, the health of participants or unsafe behaviours.

Risk assessments protect participants who may be more vulnerable, such as people with long-term medical conditions or those recovering from surgery. They also protect workers from claims or allegations after an incident. Clear records of assessments show that precautions were considered and implemented.

Health Conditions and Medical Factors

A person’s health status is a major factor in risk assessment before exercise. Each participant may have a different medical background. This means health screening must be carried out.

Key points to consider:

• Past injuries that could be aggravated by exercise
• Chronic health problems such as asthma, diabetes or heart disease
• Mobility limitations or balance problems
• Medication that may affect exercise tolerance or coordination
• Recent illnesses or hospital admissions

Workers may need to consult medical notes or liaise with healthcare professionals before planning activities. Exercise should match the safe capacity of each person. This might mean adjusting intensity, duration or the type of movement.

For group sessions, it is important to be aware of all participants’ health needs. Extra support staff may be required to monitor those at higher risk of medical issues during exercise.

Age and Physical Ability

Age is linked to differing physical ability and risk levels. Younger participants may have higher fitness but could be more prone to unsafe behaviour. Older participants may have lower strength and reduced flexibility, which can increase the chance of injury.

Points to review include:

• Bone density and risk of fractures in older adults
• Development stage for young people, which affects safe load and endurance levels
• Reaction time and coordination in different age groups
• The need for adapted equipment or seated exercises for those with mobility problems

Risk assessment should record any changes needed in the exercise plan for age-related needs.

Environment and Safety of the Setting

The place where the exercise session happens can pose hazards. Careful observation of the environment is essential before each session. This covers indoor and outdoor locations.

Indoor factors:

• Floor condition, avoiding wet or slippery surfaces
• Sufficient space between equipment and participants
• Ventilation and temperature control
• Adequate lighting
• Access to exits in case of emergency

Outdoor factors:

• Uneven ground or trip hazards
• Weather conditions such as heat, cold or rain
• Presence of insects, animals or unsafe plants
• Nearby traffic or other environmental dangers

The risk assessment must record actions taken to make the setting safe, such as clearing clutter, checking equipment layout or moving the activity indoors during poor weather.

Equipment Safety

Exercise sessions often require the use of equipment, from simple mats and resistance bands to complex machines. Every piece of equipment must be checked before use.

Main points to cover:

• Mechanical function, ensuring no faults or loose parts
• Cleanliness to reduce infection risk
• Suitability for the user’s size and strength
• Correct set up before the session
• Clear instructions for safe use

For group activities, risk increases when several people use equipment at the same time. Supervision levels need to match the number of people and the complexity of equipment.

Competence and Training of Staff

The competence of the person leading the session affects safety. Inadequate supervision or lack of knowledge can lead to poor control of risks. Staff must know how to operate equipment, give safe exercise guidance and recognise signs of distress in participants.

Important considerations:

• Up-to-date qualifications relevant to exercise and health
• Training in first aid and emergency procedures
• Experience in working with specific groups such as older adults or people with disabilities
• Skills in adapting activities for different ability levels

Risk assessment should include checking that supervisors have the right skills for the planned session.

Number of Participants

The size of the group can increase or lower risk. Larger groups mean more potential hazards, as individual supervision becomes harder. Small groups or one-to-one sessions allow more personalised monitoring.

Factors to think about:

• Leader-to-participant ratio
• Ability to see and monitor all participants during activity
• Whether assistants or supporters are present
• Space available to allow safe movement for all

Recording these points in a risk assessment helps in planning safe supervision.

Behaviour and Communication

Participant behaviour affects safety. A risk assessment should predict changes in behaviour that could cause harm, especially in groups where individuals have cognitive difficulties or mental health needs.

Key points might include:

• Understanding instructions and safety rules
• Risks from distraction or lack of focus
• Possible aggression or disruptive actions
• Ability to follow the planned activity without risky shortcuts

Strong communication between staff and participants helps control unsafe behaviour. This might involve demonstrations, clear verbal prompts or visual aids.

Warm-Up and Cool-Down

Including warm-up and cool-down stages is important to prevent injury. Skipping these stages increases the risk of muscle strain, joint issues and poor recovery.

Risk assessment should consider:

• Type and length of warm-up suitable for participants’ health
• Whether stretches or low-intensity movements are carried out before high-effort exercise
• Gentle cool-down routines that lower heart rate and aid recovery

Failure to plan these stages increases injury likelihood.

Emergency Planning

An exercise risk assessment must include what will happen if someone becomes unwell or injured. This prevents delay in treatment and avoids panic during incidents.

Points to plan for:

• Location of first aid kits and defibrillators
• Trained first aiders present at all sessions
• Access routes for emergency services
• Communication methods to call help quickly
• Procedures for writing incident reports after the event

Keeping emergency planning in the assessment helps staff act quickly when needed.

Infectious Disease Control

In health and social care settings, infection control is significant. Exercise areas and equipment can spread bacteria or viruses if not cleaned correctly.

Risk reduction steps:

• Cleaning equipment between uses
• Providing sanitising wipes or hand gel
• Avoiding use of shared items without cleaning
• Encouraging participants with symptoms of illness to stay away

This protects vulnerable people with weaker immune systems.

Monitoring During Sessions

Risk management does not finish when the session starts. Continuous monitoring ensures any hazard is addressed straight away.

Checks during the session may include:

• Watching for physical signs of strain, breathlessness or dizziness
• Adjusting activity if someone appears at risk
• Removing faulty equipment from use immediately
• Correcting unsafe technique
• Noticing environmental changes, such as sudden rain or excessive heat

Active supervision lowers the chance of injury or illness.

Reviewing and Updating the Risk Assessment

Risk assessments should not be treated as a one-time document. Conditions change from day to day. New hazards can appear quickly, especially with changes in participants or location.

A review might be needed:

• Before each session
• After an injury or incident
• When adding new equipment or changing the venue
• If participants’ health status changes significantly

Updating keeps the assessment relevant and accurate for current risks.

Documentation and Record Keeping

Written records prove that risks were considered and addressed. This is important for accountability and legal protection.

Good records include:

• Names of those who completed the assessment
• Date and time of review
• Full list of hazards noted
• Control measures put in place
• Evidence of participant screening
• Records of incidents and follow-up actions

Clear written documentation supports consistent safety practice.

Final Thoughts

Risk assessment for exercise sessions in health and social care is an active process that protects everyone involved. Every participant is unique, with different health needs, abilities and potential hazards in their environment. By carefully examining these factors before activity begins, risks can be reduced and exercise can remain enjoyable and beneficial for all.

For individuals and groups, risk assessment guides safe practice and creates a structure for planning. It should be treated as a routine step in organising any exercise session. Awareness, observation and clear action plans allow health and social care workers to create safe, supportive activities that meet a wide range of needs without placing participants or staff in unsafe situations.