Event planning guide

Children & vulnerable people

A Lost Person Post is provided for persons regardless of age who may be vulnerable or at risk. This includes Children and Adults who may any exhibit any of the following characteristics:

• Older people
• People with mental health problems
• Disabled people
• People with learning difficulties
• People with acquired brain damage
• People who misuse substances

If your event could attract children and/or vulnerable people as described above, amongst other audience members, it is important to ensure that their needs are catered for. Almost all events will experience at least one person who is separated from their group at some time or another.  All event organisers should have plans in place to deal with children or vulnerable persons who are reported as lost by their group as well as where children or vulnerable people are found and need to be reunited with their group.

Accommodation

If a child or vulnerable person if found, it is good practice for that person to be taken to a safe area by preferably two members of staff, this area should be a weather proof, known only to key event staff and stewards. It should also where possible be secure, with no direct access to the general public, separate from the first aid area, having a dedicated toilet and a collection point that is separate from where there are other vulnerable persons being cared for.

Staffing

Staff assigned to look after any vulnerable persons must have had a DBS (Disclosure and Barring Service) check and where possible some training in child protection awareness. All staff must receive a briefing and written instructions relating to emergency procedures in case of evacuation. A minimum of two people are required to staff the designated area at any one time - at larger events a team of three would then allow rotation to give sufficient cover over a long time if required.

Care Guidelines

• Children and or vulnerable persons should not be left in the sole care of one person.
• No food or drink, except plain water should be given in case of allergies.
• The person claiming a child/vulnerable person should complete a form to include their name and address and show relevant form of identification before they are permitted to take the person away.
• If the child or person appears unwilling to go with the person who has arrived to collect them, then it is advisable to contact the Police.
• Any announcements made in respect of vulnerable persons should be made via a closed radio channel or if using a PA messages such be scripted in order that key information such as the name or sex of the child is not given out to the public.

Person reporting that they have lost their Parent/Guardian/appropriate adult - "Found Person"

If a person approaches a police officer or steward and advises them that they have lost their Parent/Guardian/appropriate adult the police/stewards should immediately contact Event Control and a member of the designated team will be deployed to escort the person to the lost person's area. Each case should be assessed on and individual basis to determine what further action should be taken. This may include issuing brief descriptions to staff on closed channels. When re-uniting, the person claiming to be the parent/guardian or appropriate adult must be able to give a good description to the satisfaction of the designated team member before this can take place in a separate location.     

Person(s) Reporting a Lost Person - "Missing Person"

If the report is made to a police officer or steward they should immediately contact Event Control who will liaise with the designated team to ascertain if the missing person is already there. The steward will give their location to event control and a member of the designated team should be deployed to meet the reporting person and escort them to the lost persons area - the reporting person must be retained otherwise they may find the missing person without our knowledge and leave site, resulting in teams searching for a person not missing.

It should be noted in both instances above, all concerned should be treated with a high degree of sensitivity and any information given should completely factual. When following these procedures please ensure you document the whole process.