Safe Events for Children Pack

Safe Events for Children pack

Requirements and support for Local Groups

Contents

·  Introduction to this Resource

·  Event Risk Rating Chart

·  Event Information Form

·  Risk Assessment Template

·  Pre-filled Risk Assessment Example

Introduction to this resource

Every year Diabetes UK local groups run events for children across the UK. These event enable children with Diabetes and their families to meet each other, share experiences and have fun. Without local groups we could not support as many families as we do.

When running these events we need to ensure that attendees and volunteers are safe and that events meet the requirements of Diabetes UK insurance. This pack has been developed to make it easy for local groups to assess the level of risk in an event and provide the relevant information to enable Diabetes UK to support you.

What does the group committee need to do?

If you need any support filling out any of the forms or doing risk assessment for your event, please contact your local Safeguarding Lead or our central Events Team at or on 0345 123 2399.

Event Risk Rating Chart

This event rating system has been created to support you to provide the required information to ensure we can support you to plan a safe event. Each event will fall under a colour. Please use the below chart to rate your event.

A Child - Anyone up until their 18th birthday (16 in Scotland)

Event Information Forms

The Event Risk Rating system is a new way to determine how much information we need about an event and when we need it. Each event will fall under a colour and you have seen the categories of events highlighted on the previous page.

So what do you need to do?

Everyone must fill in all the information required in Section A – Basic information.

Green Events: That’s it! You’ve provided us with all the information needed. Just remember to give us a shout if you have any questions or require any support.

Amber and Red Events: We need to know a bit more! Please complete all the required questions and fields in

Section B – How many children are attending?

Section C – Volunteer Information

Section D – Ratios

Section E – Risk Assessment

Please return the form before the event to your local safeguarding lead

So what can I expect Diabetes UK to do?

Your local Safeguarding Lead will be on hand to support you. They can discuss your event with you if you would like and will provide you with all the relevant paper work (They will also give you a gentle nudge if we haven’t received the information in time!)

We will collect all the information regarding your event and review to make sure we have everything in place! We will also contact the venues to get copies of the risk assessments and insurance for any adventurous activities or overnight trips (If you prefer to do this yourself for any reason please say)

If you have requested any support for your event someone will get in touch to discuss this.

Section A

Basic Information

Local Group Name:

Contact Person:

Email: Telephone: 07771345604

Event Name:

In no more than two sentences describe what Event you are organising

Date:

Location of Event (address):

Time of your Event:

Length:

Note: If your event is a regular group meeting, with the event taking place in the same location tell us here. You do not need to complete a new form each time

For example: Family group meets in the village hall on the first Tuesday of every month

If your event is being attended by children and their parents/guardians are supervising them at your event is Green and no further information is needed.

Section B

How many Children are attending?

0 - 4 year olds 5 – 11 year olds 12 and over

Please fill in the below table

______

Childrens Attendees

Childs Name / DOB – dd/mm/year / Does the child have Diabetes? / Other Additional Needs
Total Number of Children

Section C

Volunteer Information

Diabetes UK volunteers engaged in reglauted activity with children must have a cleared criminal records check. You can arrange for anyone over the age of 18 (or 16 in Scotland) to have a criminal records check completed through your local volunteering team.

Please fill out Table

Name / Crimal Record Check complete / Role/Responcibility
Total Number of Volunteers

Section D

Ratios

Of course getting the right level of supervision for children is a top priority. It's essential that we know the numbers of children attending and about their additional needs in order for us to plan.

Below we show the ideal child to volunteer ratios. In addition to children’s Diabetes many factors influence the appropriate level of supervision required ranging from the activities, venue, behavioural issue and additional needs. A one size fits all approach doesn’t apply so consider what’s needed to ensure a safe event and talk to us about any concerns.

Does your event meet the ideal ratio of child-volunteer:

Yes No

How can we support you to meet the guidelines?

Section E

Risk Assessment

We can help! Not familiar with completing risk assessments or just want to save time? We have included one example risk assessment and have others examples available to use as a starting point. Speak with your local safeguarding lead about anything you would find useful

Event Location: / Event Date:
Event Age Group: / Risk assessment Completed (Name and Date):
Accompanied or Unaccompanied: / Event Risk Rating:
What are the hazards and who might be harmed and how? / What are the controls? / What further action is necessary? / Action by who and when by?
Emergency Procedures – Hypo
Emergency Procedures – accident or injury
Hazards on site – e.g. stairs, bollards, unstable ground etc.
A volunteer is unable to attend or pulls out of the event
The Event Organiser is unable to attend the event or is taken ill during the event
Child is failed to be picked up by parent/guardian
Bullying between children
Child getting lost

Risk Assessment Example

Event Location: / Super bowl – Leicester.
1 Example Lane. LE11 1EX / Event Date: / 1st October 2015
Event Age Group: / 7-11 / 11-15 / 16-18 / 18-30/ 30+ / Risk assessment Completed (Name and Date): / Miss Example
1st July 2015
Accompanied or Unaccompanied: / Unaccompanied / Event Risk Rating: / Amber
What are the hazards and who might be harmed and how? / What are the controls? / What further action is necessary? / Action by who and when by?
Emergency Procedures – Hypo / Young people with diabetes might have a hypo on the event / Information on how to treat a hypo is given to all volunteers. GlycoGel, Glucose tablets and Lucozade are carried by each team. Emergency contact details held for parents and guardians. / Volunteers must restock if these are used – After each event
Emergency Procedures – accident or injury / Emergency / first aid help sought when required. Incident must be reported / Respond and report at time of any incident / Volunteers – At event to respond to and report any incidents
Hazards on site – e.g. stairs, bollards, unstable ground etc. / Venue conducts own risk assessment, and must have public liability insurance. Details of this will be sought by Diabetes UK staff and confirmed before the event / Emergency/ first aid help sought when required. Incident must be reported. / Diabetes UK staff to seek risk assessments and Insurance
Volunteers – At event to respond to and report any incidents
A volunteer is unable to attend or pulls out of the event / If the event can run with the number of remaining volunteers and meet required ratios the event can go ahead – Notify of the change after the event.
If there not and there is no suitable alternative with relevant police checks the event must be postponed. / Review, find replacement or cancel event if necessary / Volunteer organiser – At the time of the event
The Event Organiser is unable to attend the event or is taken ill during the event / Deputise and ensure the new organiser has all required medical and consent information. Refer to the above regarding volunteer ratios. / Deputise or cancel the event if suitable ratios or cover can not be found / Volunteers
There are volunteers working with children who are not known to them before the event / Consent forms ask parents and carers for any information they need to know about their child prior to the event. / Volunteer organiser – Get completed consent forms prior to the event / Volunteers to take action on any additional needs identified.
Child is failed to be picked up by parent/guardian / Make clear collection arrangements. Ensure there is always a 2nd contact person on every form. / In the event that a child is not collected. Contact both contact people on the consent form to arrange collection. Keep two volunteers with the child and if any further problems contact the on-call safeguarding number for advice, or the police in an emergency. / Volunteers – At time if such an incident
Bullying between children / Highlight the zero tolerance policy to bullying and what to do if you have a worry of any kind. Volunteer to child ratios are such that children are provided with high level of adult supervision during the event. / Challenge bullying behaviour whenever it occurs / Volunteers
Child getting lost / Agree what to do in the event a child finds the selves lost before arriving at the event – Have an agreed meeting point. / Follow agreed procedure in the event of a child getting lost. / Volunteer Organiser