The following sets out the process applied by Adventure RMS when reviewing applications for an AALA licence. It has been revised, and updated in response to changes introduced by the HSE/AALA from 1st April 2025.
It explains what we (Adventure RMS) do with applications sent to us by AALA, the order in which we do these things and the timescales we work to in doing so. This information is provided to help you to know ‘what is going on’ at any point and to assist you in getting the most from the process.
The purpose of the application review is to compare your arrangements for the provision of adventure activities with the expectations of the regulations. It aims to ensure providers who meet the statutory obligations placed on them by the regulations are issued with a licence. It is also an opportunity for you to engage with a highly qualified and experienced activity professional.
We can do nothing until we receive your application from the AALA. Where an application is received early, we may not activate the review until 4 months before expiry of the existing licence. Within 3 days of receipt, we will email you to acknowledge your application is in our system. Within 3 days of activation, we will email giving you key information, including:
- The name and email address of your inspector
- The date by which your inspector is required to complete their review
- A copy of your last inspection report, if it applies
- An invitation for you to join our regular, free, safety management update service
During the following 10 days the inspector is ‘getting a feel’ for your arrangements for the delivery of adventure activities and working out what else they might want to know and what else they might want to see. In doing so they will:
- consider the application form you have submitted and any supporting documentation
- undertake relevant online research
- view previous licensing reports
- conduct, via video call, a management interview
They may also be in touch during this time to request further information particularly if they feel there are gaps which could have implications for the issuing of a licence and which you could address now.
A discussion between your inspector and an Adventure RMS consulting inspector to consider the outcome of the core review and what should follow it. It will consider any areas in which the inspector is yet to be satisfied and how they might most effectively consider these further during the continuation review which follows.
What happens during this step will depend on the outcomes of the core review and the consultation. As a minimum your inspector will contact you to confirm the process is complete and share with you, their recommendation. If, as is common, there are areas in which they are ‘not yet satisfied’ they will have a plan for what needs to be done and how best to do it. This could include joining a staff meeting, observing activity delivery, undertaking a site visit, conducting further interviews and so on. The inspector will have already been in touch to let you know when and to confirm the things they would specifically like to look at.
This step can take some time, up to 22 days, and may involve the inspector in several interactions with people in your organisation.
This is not part of the application review or licensing process. Once the inspector has reached a recommendation it is an optional opportunity for them to share with you any topics on the Adventure RMS seasonal bulletin which they think might be of interest, as well as any personal observations and comments they have noted during the application review. This stage is not pertinent to the licence decision.
Your inspector will be writing a report during the review process, which includes their recommendation. If the inspector has not been able to recommend a licence is issued, the report will also set out actions you are required to take to comply with the regulations. As there have already been opportunities during the core review, consultation and continuation review for you to address issues, this is the exception.
Once the inspector has finished their report it is reviewed by the assigned consulting inspector. The final licence decision is made by the Adventure RMS head of service or endorsing inspector.
The Adventure RMS report is submitted to AALA within 56 days of the date we activated your application. The AALA will provide you with a copy and either your licence or notification of the actions you should take to get a licence. We hope that the application review process will have identified issues in advance and that you will have been able to address these before the inspector is required to write their report. If this isn’t the case then the actions you are required to take will be set out in the AALA notification of action, along with the timescale within which these must be achieved and the evidence you need to send to AALA.
At the same time we will contact you to let you know the report has been submitted and offering you the opportunity to share any feedback on the application review process.
There are a few things you can do to help this process and therefore your application!
- Engage with your inspector during the process – if they request additional information try to provide it quickly.
- Be ready to arrange telephone and video calls, inspectors will be trying to avoid situations in which they have no other option other than to recommend an application is refused. Making yourself available can really help.
- Take every opportunity provided by the process to address any issues and therefore avoid difficulties in issuing/renewing your licence.
- Try and be as flexible as possible when the inspector is arranging any visits, interviews with members of your team or other work as part of the continuation review, they want to minimise the amount of your time they need, so agreeing a plan for the continuation review, including any visit in advance can really help.
The aim of the Activity Centres (Young Persons’ Safety) Act 1995 was to provide a level of safety assurance so that young people can continue to have opportunities to experience exciting and stimulating activities outdoors.
The aim of Adventure RMS is to undertake application reviews in a manner which reflects this statement.
