Safeguarding Policy
PURPOSE
The organisers of the Shropshire Rendezvous & Swap Meet are committed to providing a safe, welcoming and inclusive environment for everyone attending the event, particularly children, young people and adults at risk.
Although this is not a childcare event and parents, guardians and carers remain responsible for those in their care at all times, we recognise our duty to respond appropriately to any safeguarding concerns that arise during the event.
SCOPE
This policy applies to:
- Event organisers
- Staff and volunteers
- Demonstrators and activity leaders
- Traders and exhibitors
- Contractors working on behalf of the event
WE WILL
- Treat everyone with dignity and respect.
- Promote a safe environment for all visitors.
- Take all safeguarding concerns seriously.
- Respond promptly and appropriately to concerns.
- Work with emergency services and statutory agencies where necessary.
- Respect confidentiality while recognising that safeguarding concerns must be shared with the appropriate authorities.
PARENTS AND GUARDIANS
Children under the age of 18 must remain under the supervision of their parent, guardian or responsible adult at all times unless participating in an organised activity where alternative supervision arrangements have been clearly communicated.
The event does not provide childcare.
ACTIVITIES INVOLVING CHILDREN
- Ensure a parent or responsible adult remains present unless the activity has been specifically advertised as supervised.
- Avoid situations where they are alone with a child.
- Conduct activities in open, visible areas.
- Follow all relevant safety procedures.
APPROPRIATE BEHAVIOUR
- Behave respectfully towards others.
- Avoid abusive, threatening or discriminatory behaviour.
- Respect personal boundaries.
- Report concerns about the welfare of any child or vulnerable adult.
PHOTOGRAPHY
- Respect individuals who do not wish to be photographed.
- Obtain appropriate consent where individuals are the main subject of an image.
- Take particular care when photographing children.
SAFEGUARDING CONCERNS
- Contact the Event Control Point or the nearest organiser immediately.
- If there is an immediate risk of harm, contact the Police by calling 999.
- Record the facts as soon as possible, avoiding personal opinions or assumptions.
All concerns will be treated seriously and handled sensitively.
MISSING CHILDREN
- Notify Event Control immediately.
- Gather essential information including the child’s name, age, description and last known location.
- Inform the Police without delay if appropriate.
- Keep the reporting adult informed while searches are coordinated.
Children who appear lost should never be taken to private areas and should remain with event staff in a visible public location until reunited with their responsible adult.
ADULTS AT RISK
- Offer assistance where appropriate.
- Notify Event Control.
- Contact emergency services if medical assistance or police intervention is required.
REPORTING
- Date and time.
- Names of those involved (if known).
- Factual description of what was observed or reported.
- Actions taken.
- Name of the person making the report.
Records will be stored securely and only shared with those who have a legitimate need to know.
EVENT SAFEGUARDING LEAD
- Receive safeguarding concerns.
- Liaise with emergency services where necessary.
- Maintain confidential records.
- Ensure volunteers understand this policy.
REVIEW
