As an event organiser, your responsibilities extend beyond the logistical and creative aspects of your event – they also encompass legal obligations, particularly when it comes to the safety and well-being of attendees, including children.
So, when it comes to children at events, what are your responsibilities whether your event is family-friendly or not?
The government publication 'Working together to safeguard children' leaves no room for ambiguity: safeguarding children is a collective responsibility. It emphatically states that
‘Everyone who works with children has a responsibility for keeping them safe…everyone who comes into contact with them has a role to play in identifying concerns, sharing information and taking prompt action’
For event organisers, this translates into a clear requirement: establish a comprehensive safeguarding policy and ensure that every member of your team is not only aware of it but actively adheres to its principles.
One effective way to operationalise your safeguarding policy is with a 'code of conduct.' This document should encapsulate the key points of your safeguarding policy and be read and signed by all team members, and we mean all team members who could encounter children. This ensures that everyone knows how to respond if they find themselves suddenly responsible for a child.
A critical aspect of this code is the commitment to never being alone with a child. Staff should be trained and equipped with procedures to support each other in adhering to this rule. For instance, if CCTV cameras are strategically placed, staff can position themselves under these cameras with a child, call for backup, and wait until support arrives.
Additional points for the code of conduct may include:
- Acknowledging, recording, and reporting any allegations made by a child.
- Prohibiting the use of personal equipment for taking pictures of children.
- Avoiding involvement in personal or intimate care activities for children or vulnerable adults.
- A downloadable template for a 'code of conduct' is available to assist event organizers in creating clear guidelines.
Even if your event doesn't explicitly cater to children, having a plan in place for potential incidents is crucial. The plan could include;
- A clear policy on when to contact social services, especially in the event of a child making a disclosure or a parent experiencing a sudden health issue.
- Contact details for the local child protection team and the out-of-hours number in the event plan.
- Identifying a safe space within the venue to temporarily keep the child until the arrival of the police or social services.
- Remember, once a lost child is found at your event their safety becomes your responsibility until they are safely returned to their legal guardians or appropriate authorities.
Understanding and fulfilling your legal responsibilities as an event organiser is not only regulatory but, more importantly, ensures the safety and well-being of all attendees, fostering an environment of trust and security.
As event organisers, our commitment to the safety and well-being of attendees goes beyond legal obligations – it's a fundamental aspect of creating a positive event experience. As well as establishing clear policies and codes of conduct, consider implementing safeguarding training for your team and regularly update them on best practices. Think about including lost child training.
Doing so will keep you, your event, your team and your audience safe.
