Virtual Reality (VR) Experience

Comprehensive Risk Assessment & Method Statement
 

Activity: Virtual Reality (VR) Headset Experience
Provider: External VR Facilitator
Service Environments: Care homes, residential settings, supported living services, day centres, community venues, and wellbeing events
Participants: Older adults, vulnerable adults, and individuals who may require additional emotional, cognitive, or physical support
 

Purpose of This Document

This document outlines the safety procedures, control measures, and professional standards in place to ensure all VR experiences are delivered safely, calmly, and responsibly for participants in care and community environments.

Our priority is participant wellbeing, dignity, comfort, and safeguarding at all times.
 

Compliance, Professional Standards & Legal Requirements

To ensure the highest standards of safety and professionalism:

• Valid Enhanced Disclosure and Barring Service (DBS) check held by facilitator

• Public Liability Insurance in place

• Proof of DBS and insurance available upon request

• Adherence to safeguarding procedures for vulnerable adults

• Compliance with infection prevention and control procedures

• Sessions delivered in accordance with host venue policies and procedures

• All activities are risk assessed before delivery

• Participation is voluntary at all times
   

Service Overview

The Virtual Reality Experience is designed to provide safe, meaningful, and enriching immersive experiences for participants through calming and carefully selected content. Sessions may support:

• Emotional wellbeing

• Positive reminiscence

• Relaxation

• Gentle stimulation

• Social engagement

• Enjoyment and curiosity

All experiences are chosen to avoid distressing, overstimulating, or inappropriate content.
 

Participant Suitability

Participant suitability must be considered before taking part.
 

Participants may be excluded if:

• They have epilepsy or seizure-related conditions

• They have been identified by care or support staff as unsuitable

• They are experiencing acute distress, confusion, or agitation

• They decline participation

Care staff / support teams are responsible for:

• Identifying suitable participants

• Informing the facilitator of relevant medical conditions or behavioural concerns

• Providing additional support where required

Group Size & Supervision

• Sessions are delivered in small groups of up to 6 participants

• Each participant is individually supported

• A facilitator is present throughout

• Care staff or support staff remain available where appropriate

• Participants remain seated during use
   

Identified Risks & Control Measures
 

1. Trip, Slip or Fall Hazards

Risk: Participants may trip, slip, or fall due to equipment or surrounding hazards.

Control Measures:

• Wireless VR equipment used (no trailing cables)

• Participants remain seated throughout the experience

• Clear, clutter-free activity space required

• Equipment set up and managed solely by facilitator

• Staff supervision maintained

• Headset fitted and removed with support
  Risk Level: Low
   

2. Dizziness, Motion Sickness or Disorientation

Risk: VR may cause temporary dizziness, nausea, or confusion.

Control Measures:

• Calm, gentle, non-stimulating experiences only

• Session lengths limited to approximately 5–10 minutes per participant

• Participants closely monitored for signs of discomfort

• Immediate removal of headset if discomfort occurs

• Participants may stop at any time

• Seating required throughout

 Risk Level: Low to Medium
 

3. Emotional Distress or Confusion

Risk: Participants, particularly those with dementia or cognitive impairment, may become confused, distressed, or emotionally overwhelmed.

Control Measures:

• Appropriate participant selection with support staff guidance

• Calm, familiar, and supportive experiences selected

• Facilitator explains activity clearly and reassuringly

• Participation remains optional

• Staff or carers remain nearby

• Session stopped immediately if distress occurs

Risk Level: Low to Medium

 

4. Infection Control / Hygiene

Risk: Spread of germs through shared headset equipment.

Control Measures:

• Equipment cleaned and sanitised thoroughly between every use

• Disposable face covers available where appropriate

• Infection prevention procedures followed in line with venue policies

• Hand hygiene encouraged

• Equipment checked before and after each session

Risk Level: Low
 

5. Medical Conditions (Epilepsy / Seizure Risk)

Risk: VR may trigger seizures in individuals with epilepsy or photosensitive conditions.

Control Measures:

• Individuals with epilepsy or seizure conditions are excluded from participation

• Suitability confirmed by support staff before use

• Participation voluntary

• Medical concerns discussed in advance where necessary

Risk Level: Low
 

6. Equipment Safety & Misuse

Risk: Improper use, damage, or participant difficulty with equipment.

Control Measures:

• Facilitator handles all setup and operation

• Equipment checked before and after sessions

• Participants supported with fitting/removal

• No independent handling unless appropriate

• Immediate removal if participant appears uncomfortable

Risk Level: Low
 

Overall Risk Rating

Overall Activity Risk Level: LOW
 

When all control measures outlined in this document are followed correctly.
 

Method Statement

Before the Session

• Confirm venue suitability and safe activity space

• Ensure area is clear, calm, and hazard-free

• Set up wireless equipment

• Fully sanitise equipment

• Confirm participant suitability with staff/support team

• Discuss any medical or behavioural concerns
   

Introduction to Participants

• Explain the experience clearly, calmly, and reassuringly

• Demonstrate headset and process

• Confirm voluntary participation

• Inform participants they may stop at any time

• Ensure participant is seated safely
   

During the Session

• Fit headset carefully

• Monitor participant throughout

• Observe for:

  • Dizziness

  • Distress

  • Anxiety

  • Confusion

  • Fatigue

• Stop immediately if any concerns arise

• Provide reassurance and support throughout
   

After the Session

• Remove headset safely

• Check participant wellbeing

• Clean and sanitise equipment

• Pack equipment securely

• Gather feedback from participants and staff where appropriate
   

Emergency Procedure

If a participant becomes distressed, unwell, or unsafe:

• Stop the VR experience immediately

• Remove headset safely

• Alert care/support staff immediately

• Follow host venue’s first aid and emergency procedures

• Record and report incident according to venue policy
   

Customer / Venue Responsibilities

To support safe delivery, host organisations are responsible for:

• Identifying suitable participants

• Informing facilitator of relevant medical or behavioural conditions

• Providing staff support where needed

• Ensuring safeguarding information is communicated

• Providing a safe and suitable activity space
   

Facilitator Commitment

With over 10 years of experience working within care and wellbeing environments, our service is committed to:

• Safety

• Dignity

• Professionalism

• Emotional wellbeing

• Infection control

• Safeguarding

• Calm and compassionate delivery
   

We understand that many participants may be vulnerable and require a thoughtful, person-centred approach. Every session is designed to prioritise comfort, respect, and positive engagement.
 

Key Safety Summary

• DBS checked

• Public Liability Insured

• Wireless equipment

• Seated sessions only

• Small group delivery

• Calm experiences only

• Epilepsy exclusion

• Hygiene controlled

• Voluntary participation

• Immediate stop procedure

• Safeguarding compliant
   

Final Statement

We are dedicated to providing a safe, enriching, and professionally managed Virtual Reality experience for older adults and vulnerable individuals across care and community settings. Every reasonable precaution is taken to ensure participants can enjoy immersive experiences in a secure, supportive, and respectful environment.