Safeguarding and Welfare Policy

(Children and Vulnerable Adults)

Scope

This policy applies to all staff, volunteers, contractors, vendors and partners working at the event. It outlines how we manage situations involving children or vulnerable adults who become separated from their parent, guardian or support person.

General Principles

  1. The safety and wellbeing of children and vulnerable adults is the highest priority.

  2. All staff must follow this policy when responding to lost or found individuals.

  3. Only DBS checked staff may supervise lost children.

  4. At all times, a minimum of two staff members must be present when supervising a child or vulnerable adult.

1. Responding to Separated or Vulnerable Individuals

If a child or vulnerable adult appears lost, distressed or separated:

  1. Approach calmly and introduce yourself. Where possible, approach in pairs.

  2. Stay in the immediate area for up to 10 minutes, as this is often where the parent or guardian will return first.

  3. If you have a radio, contact Event Control and provide:

  4. Female or male

  5. Approximate age

  6. Clothing description

    Do not broadcast names over the radio.

  7. If you do not have a radio, call the Duty Officer.

  8. If the situation is not resolved within 10 minutes, the Response Team (two staff, including SIA security where possible) will escort the person to the Welfare or Lost Persons Point.

2. Found Child or Found Person Procedure

A Found Child or Found Person is someone who has become separated from their parent, guardian or carer.

  1. Offer reassurance and remain calm.

  2. Do not ask leading questions. Only ask simple questions where necessary, such as their name.

  3. Do not share their name over radio.

  4. Continue supervision until the Response Team collects the individual and escorts them to the Welfare or Lost Persons Point.

  5. Remain in a public area.

  6. Maintain appropriate boundaries and keep physical contact to a minimum unless required for safety.

3. Lost Child or Lost Person Reported

If a parent or guardian reports that someone is missing:

  1. Confirm the last known location and time.

  2. Stay with the parent or guardian for five minutes and continue to observe nearby areas.

  3. After five minutes, escort or direct them to the Welfare or Lost Persons Point where further details will be recorded.

  4. If the child or person is not located within a reasonable time, Event Control and the parent or guardian will agree next steps, including possible contact with Police Services.

  5. If reunifying a child or vulnerable person:

  6. Ask the parent or guardian to confirm the individual’s name and age before handover.

  7. Record the name and contact details of the collecting adult.

  8. Inform Event Control that the reunification has taken place.

4. Priority

A missing child or vulnerable adult always takes priority over a found child or vulnerable adult due to the greater potential risk.

5. Staff Conduct Requirements

  1. Always work in pairs when supervising a child or vulnerable adult.

  2. Maintain professional behaviour at all times.

  3. Avoid unnecessary physical contact.

  4. Report all safeguarding concerns to Event Control without delay.