The Value of a Safe Space Policy - With Ellen Edenbrow from Inclusive North
Having a safe space policy can support you to build an inclusive culture, communicate your values and have something to refer back to if conflict arises. It’s a document that puts your commitment to inclusion into something tangible, that can be shared with your community or team. But how do you go about developing a safe space policy, and how do you make sure it works in practice?
Ellen Edenbrow from Inclusive North shares their experience on developing and embedding safe space approaches.
This article has been inspired by the content shared at The Outdoor Connection 2025. Through a series of articles, we’re sharing key takeaways from some of the sessions, interviews with leaders, additional discussions and much more. This is the first article in the series.
The Outdoor Connection is run in partnership between All The Elements and YHA Outdoor Citizens. The 2025 event was supported by Sport England, Cotswold Outdoor, Pilgrim Trust, Natural England, Komoot, Landscape Wales, and Campaign for National Parks. The outdoor Connection brings together experts and community leaders who are shaping the future of an inclusive, accessible and representative UK outdoors.
More Than a Policy: Making Safer Spaces Real
If you’re running a community group that supports people to access nature and the outdoors, there is a strong chance that you’re already doing some of the work to create a safe space. Even if you don’t have it written in a document. This article will hopefully help your group to take the next step and put your commitment to an inclusive culture into something tangible.
However, it’s also important to recognise that just because we’re bringing people together with the right intention, that doesn’t always mean we’re creating a safe space. We’re all human and humans have different experiences, thoughts, behaviours and needs. That’s where a ‘safe space policy’ comes in handy.
Please don’t fear the word ‘policy’ or think ‘safe space’ means everything is picture-perfect 24/7 – that’s an impossible ask! No space is ever perfect 100% of the time because perfection means different things to different people. What feels safe to me might not feel safe to you. If you’re taking the time to read this, you’re obviously committed to ensuring that your group is a real and tangible safe space. So, what’s next?
Reframing the Idea of a Policy
Many people hear the word “policy”, and think of their workplace policies that are 20+ pages long and all written in legal jargon so no one can truly understand what they mean. Your ‘policy’ doesn’t have to look, feel or sound like that. In fact, I like to scrap the word ‘policy’ and instead we can simply say “a document.”
That document can look very different depending on the needs of your group. It might be a one-page inclusion commitment, a set of ground rules shared at the start of an event, a colourful infographic posted in your WhatsApp group and pinned, or a statement of “what we stand for” that is co- written by your members. New members could even sign it when they join. It doesn’t need to be perfect. It just needs to be honest, visible, and something you actively use, the very opposite of the workplace policy that you’re used to!
Why are Safer Spaces Documents Important?
A safer spaces document is about committing to an inclusive culture and saying: this is what we want to create, as members we expect a certain attitude, and when something goes wrong, this is our guiding compass for what happens next.
To put it simply, it’s a way of saying: “This is how we treat each other in this group, these are the things we care about, and this is what happens if someone feels uncomfortable, unsafe, or hurt”. When something occurs that does not align with the document, it becomes a reference point for conversations and next steps.
The aim is to create something that reflects your group’s values, expectations, and shared commitments. It is not about protecting yourself legally. It is about setting a tone, showing that you care, and making sure everyone knows they are part of something thoughtful and intentional. This shift from policy to practice and from paperwork to people is what makes the real tangible difference.
Keeping The Document Alive
One of the first things I encourage people to think about when embedding a safer spaces document is where this document will sit. Having it in the right place is a great first step to ensuring it’s something that is used and avoid it getting dusty because it never sees or touches sunlight. Again, when we think of ‘policies’ they often sit in a folder that’s hard to find and hasn’t been reviewed when it was meant to, but that doesn’t have to be the case.
Think about where your document can be used, it could be when members join, in group chats, onboarding emails, and at the start of events. You could even get members to sign it when joining as a personal commitment. Reminding members reinforces your aim for an inclusive culture and builds trust along the way. A really lovely example is one group I worked with recently began reading their safer space values at the start of each community walk. It only took two minutes, but it set the tone. People knew what to expect, and it gave them the confidence and language to speak up if something did not feel right.
Co-Creation Builds Belonging
One of the most powerful ways to make your safer spaces statement meaningful is to involve the people who will use it. This could include hosting a discussion about what inclusion means to your group, asking for feedback on a draft, or using quotes and values that come directly from your members. You might also create versions in different formats, such as audio, video, or visuals, to make it more accessible. When people are involved in the process, the document becomes something shared rather than something imposed. It feels less like a set of rules and more like collective care.
It is a Cycle, Not a Checkbox
Something I often say in training is that safer spaces work is not a one-time task to tick off. It is an ongoing cycle because the group will evolve, members will change, language will shift, and new challenges in society will emerge. What felt inclusive two years ago might no longer apply today.
That’s why it helps to revisit your document regularly. Take time to reflect on it, for example, after an event, during an annual meeting, or when something difficult arises. Ask yourself: Is this still working for us? Is it clear and accessible? Does it reflect who is part of the group now? Treat your inclusion commitments like a living thing, because your community is alive and always changing.
Looking Beyond the Equality Act
The Equality Act is often the starting point for inclusion work in the UK. It outlines nine protected characteristics, and it’s a useful bit of legislation - but it doesn’t cover everything that it should in 2025. Often in policies and documents they say, “We don’t accept discrimination on the basis of age, religion, disability etc. etc.” but it lacks a personal touch and understanding of marginalised people’s experiences.
Instead, go beyond the law and think of other areas like fatphobia, classism, language bias, immigration status, or housing insecurity, to name just a few. So instead of asking, “Are we legally covered?” try asking, “Who might still feel excluded here?” or “What would help people feel safe?” Taking this broader perspective allows you to address things that might otherwise go unnoticed.
Having a Safer Spaces Document When Something Goes Wrong
Even in groups made up of like-minded people, harm can still happen. This is where your safer spaces work becomes essential, because it helps people know what to do next. Your document can explain who someone can speak to if something feels wrong, how concerns will be handled with care and confidentiality, and what support is available. You cannot promise to get everything right, but you can promise to listen, to learn, and to act when needed. Just showing that you are open to responding can make all the difference. I would also suggest including a simple timeline so that the person reporting an issue knows when to expect a reply.
You Are Probably Already Doing The Work!
If you are reading this, and thinking of making your first safer spaces commitment, you are probably already doing the work, but it’s just not written down. You are likely already noticing who feels left out, checking in on the quiet voice in the group, and smiling at every newcomer. Writing a safer spaces statement simply helps you put that care into words. It brings it into the open so others can see it, learn from it, and build on it.
Don’t wait until it’s perfect. Just start with a few lines, speak to your group, and choose language that feels natural - it might be language you already use. Avoid jargon because people won’t connect with it, and remember, forget the word ‘policy’. Whether you call it ‘ground rules’, a ‘group agreement’, ‘what we stand for’, or something else entirely, the name is not what matters. What matters most is that it reflects your values, your care, and your commitment to making the outdoors a space where more people feel like they truly belong.
We hope you enjoyed this article and it helped you reflect on your own safer spaces document or take the first steps to creating one. If you found this article helpful you might like to sign up to our newsletter to have our latest articles delivered to your inbox - plus lots of other opportunities and community news.
Ellen Edenbrow (they/them)
Founder of Inclusive North, offering inclusion training and consultancy with northern warmth and charm. Ellen partners with organisations across the public, private, and charity sectors, providing training, workshops and consultancy to support inclusion goals. Known for creating safe, authentic spaces, Ellen makes complex or sensitive topics more approachable. Their work includes embedding EDI initiatives, culture training, policy development and workshop facilitation. With warmth and clarity, Ellen helps reduce fear around inclusion, empowering teams to create meaningful change. Whether you're just beginning or tackling deeper challenges, Ellen brings energy, insight, and reassurance to drive real progress.
Find out more about Ellen and Inclusive North here
