Introduction

This policy outlines the safeguarding measures and responsibilities of all staff, volunteers, contractors, and participants involved in the festival. HE Festivals Ltd is committed to ensuring the safety and wellbeing of all attendees, especially children, young people, and vulnerable adults.

Scope

This policy applies to all staff, volunteers, contractors, performers, and any other individuals working at or attending the festival.

Principles

• • • Safety and Welfare: The safety and welfare of all individuals, particularly children, young people, and vulnerable adults, is paramount.
    • Equality and Diversity: All individuals, regardless of age, disability, gender, race, religion, sexual orientation, or any other characteristic, have the right to be protected from harm.
    • Responsibility: Safeguarding is everyone’s responsibility. All festival participants are expected to act in a manner that ensures the safety of themselves and others.

Definitions

• • • Child: Anyone under the age of 18.
    • Vulnerable Adult: A person aged 18 or over who is, or may be, in need of community care services by reason of mental or other disability, age, or illness; and who is, or may be,  and unable to take care of themselves, and unable to protect themselves against significant harm or exploitation.

Roles and Responsibilities

• • • The Board: Hold overall responsibility for safeguarding at the festival and one board member will hold overall responsibility for safeguarding.
    • Designated Safeguarding Lead (DSL): Responsible for implementing and overseeing the safeguarding policy, providing advice and support to staff and volunteers, and liaising with external agencies.
    • Staff and Volunteers: Must adhere to the safeguarding policy, report any concerns to the DSL, and complete mandatory safeguarding training.
    • Contractors and Performers: Must comply with the festival’s safeguarding policy and procedures.
    • The Public: Familiarise themselves with the festival’s safeguarding policies and procedures. Report any concerns about the welfare of a child or vulnerable adult immediately to a staff member, volunteer, or directly to the DSL. Act in a manner that ensures the safety and welfare of all attendees, particularly children and vulnerable adults. Avoid inappropriate interactions with children and vulnerable adults and respect the professional boundaries set by the festival. 

Safeguarding Procedures

• • • Recruitment: The board and key volunteers will be DBS/PVG checked or similarly vetted as verified by Safeguarding Lead.
    • Training: All staff and volunteers will receive safeguarding briefing or training appropriate to their role including awareness of safeguarding procedures, their role in these and who to contact and how to contact them. 
    • Reporting Concerns: Any concerns about the welfare of a child or vulnerable adult must be reported immediately to the DSL. If the DSL is unavailable, concerns should be reported to the Festival Director.
    • Responding to Concerns: The DSL will assess the concern and take appropriate action, which may include contacting local safeguarding agencies or the police.
    • Record Keeping: Detailed records of all safeguarding concerns and actions taken will be maintained securely by the DSL.

Code of Conduct

All staff, volunteers, contractors, and performers must:

• • • Treat everyone with respect.
    • Maintain professional boundaries.
    • Conduct themselves in a responsible and professional manner.
    • Avoid being alone with a child or vulnerable adult and be aware of how to get help if they find themselves alone with a child or vulnerable person.
    • Not develop personal relationships with children or vulnerable adults excluding those required by their role or existing connections.
    • Report any concerns or incidents immediately.

All staff, volunteers, contractors, and performers must not: 

• • • Accept or send friend requests from children or vulnerable adults on social media where they are known to them only through HEFF, where HEFF is the primary relationship and there is no existing connection.
    • Share social media information with young people and accept friend requests from them.
    • Communicate 1:1 with children or vulnerable adults over text, Whatsapp and other messaging platforms. Where it is necessary to communicate 1:1 with young people this should be done via shared HEFF email addresses only.

When it is necessary to communicate with young people for the purposes of engagement, consultation and planning for the festival, this should be done via WhatsApp group or community and always have at least two board or key volunteers in each chat thread.

If young people message 1:1 as a result of this, the adult should answer to acknowledge receipt of the message and direct further conversation to the group chat. 

Working with External Agencies

The festival will work in partnership with local safeguarding agencies, the police, and other relevant organisations to ensure the safety and wellbeing of all attendees.

Communication and Awareness

This policy will be communicated to all staff, volunteers, contractors, performers, and relevant stakeholders. Safeguarding information, including how to report concerns, will be made available to all attendees.

Monitoring and Review

This policy will be reviewed annually or after any significant incident or change in legislation, whichever comes first. 

Feedback from staff, volunteers, and attendees will be considered to improve safeguarding practices.

Allegations of Abuse of a Child or Vulnerable Adult

HEFF is committed to protecting children and vulnerable adults from all types of abuse and will take immediate and appropriate action. Types of abuse may include: physical, sexual, exploitation, neglect, domestic, online, emotional, grooming.

If an allegation of abuse is reported to HEFF staff, the following procedures apply:

• • • Immediate Danger: Where the child/vulnerable adult is in immediate danger, the police (emergency number) will be called.
    • No Immediate Danger: If there is no immediate danger to the child/vulnerable adult, the on-duty board member and the designated safeguarding lead (DSL) will be informed about the incident as soon as reasonably possible, but within 12 hours.
    • Action Plan: The DSL and on-duty board member will decide on the best course of action following guidance from Nottinghamshire Children’s Social Care, the NSPCC, and the police (non-emergency number).

Documentation: A written record of details of the allegation will be made where possible, to include:

• • • Names of people involved,
    • Dates and times,
    • Details of the allegation,
    • Details of the action taken.

Confidentiality: Confidentiality must be maintained at all times.

Guidance for Handling Allegations

• • • Stay Calm and Composed: It is crucial to remain calm and composed to handle the situation effectively. Emotional responses can escalate the situation.
    • Do Not Confront the Accused or the Child: When the allegation comes from a third party do not confront the accused or the child involved. This can be perceived as intimidation or tampering. 
    • Ensure the Child’s Safety: The child’s safety and well-being are paramount. Make sure the child is in a safe environment and is not subjected to any further harm.

 Legal and Procedural Steps

• • • Follow Institutional Protocols: If you are part of an organisation, follow the internal protocols for reporting and managing such allegations.
    • Document Everything: Keep detailed records of all communications, actions taken, and any relevant information related to the allegation. Documentation is crucial for legal and procedural purposes.
    • Report to Authorities: Report the allegation to the appropriate child protection authorities or law enforcement.

Investigation Process

• • • Cooperate with Investigators: Fully cooperate with the authorities conducting the investigation.
    • Maintain Confidentiality: Respect the confidentiality of the investigation.
    • Seek Legal Advice: Obtain legal advice to understand your rights and obligations during the investigation process.

Supporting the Child

• • • Provide Emotional Support: Ensure the child receives appropriate emotional support.
    • Avoid Blame: Do not blame or criticise the child.
    • Monitor for Changes: Keep an eye on the child’s behaviour and emotional state.

Communication

• • • Be Transparent with Authorities: Provide clear and honest communication with the authorities involved.
    • Inform Relevant Parties: Inform relevant parties as per legal and organisational requirements.
    • Prepare for Media Attention: If the case attracts media attention, be prepared with a clear statement. If approached the standard reply is “I am unable to comment at present please email………….. ”. Media crisis insurance is in place as part of the directors insurance.

Post-Investigation

• • • Follow-Up on Outcomes: Stay informed about the outcomes of the investigation.
    • Implement Recommendations: Ensure recommended changes are implemented promptly.
    • Provide Ongoing Support: Continue to support the child and any other affected individuals.

Whistleblowing 

HEFF wants to enable staff and volunteers to raise concerns about suspected wrongdoing, including issues related to child protection, in a confidential and secure manner. 

To do this HEFF will ensure the following; 

• • • Confidential Reporting: Staff can report concerns confidentially to designated individuals or through established whistleblowing channels.
    • Protection Against Retaliation: Whistleblowers are protected against victimisation or retaliation for raising genuine concerns.
    • Investigation and Action: Reported concerns are promptly investigated following established procedures. Appropriate actions are taken by the board based on investigation findings.

Staff members are encouraged to report any concerns promptly to safeguarding leads. All reports will be handled with the utmost confidentiality and seriousness to ensure the safety and well-being of children and vulnerable adults.

This whistleblowing policy strengthens HEFF’s commitment to maintaining a safe and supportive environment where concerns about child protection and other safeguarding issues can be addressed promptly and effectively.

HEFF adheres to best practices in whistleblowing as part of its overall approach to safeguarding and child protection. 

By following this safeguarding policy, the festival aims to create a safe and enjoyable environment for all attendees, ensuring that any safeguarding concerns are dealt with promptly and effectively.

Contact Information

Designated Safeguarding Lead: 07368 248414, safeguarding@hefestivals.co.uk

Duty Board Member at festival: 01444 390395

Staffordshire Children’s Advice and Support (SCAS): 0300 111 8007

8.30am – 5.00pm Monday to Thursday

8.30am- 4.30pm Friday

EDS (out of hours): 0345 604 2886 email: eds.team.manager@staffordshire.gov.uk

Non-emergency – call Staffordshire Police on 101

Police: 999 (Emergency), 101 (Non Emergency)

Approval

This safeguarding policy has been approved by the Board and will be reviewed annually.

Appendix 1

Crew & Workshop provider briefing

To ensure the highest possible levels of child welfare, safeguarding and crew safety, please read and sign to confirm that you agree to work within the following guidance; 

• • • Workshop providers must work with another adult present at all times,,          
    • I understand the need to work as a pair for the entirety of workshop,                         
    • I understand that if one of us needs to leave for any reason during our workshop, we must ensure another adult will be present during that time, and that they can’t leave until another adult is present,
    • I am aware that a child’s parent can be used as an extra adult while a crew member is found,
    • I am aware that all lost children must be taken to the reception desk and that I must ensure another adult is present at all times,
    • If I am concerned for the welfare of any child, I will report this to the Designated Safeguarding Lead who can be contacted via the reception desk.