Child Protection and Safeguarding Policy (2026)

Southampton Festival of Music and Drama (SFMAD)
Affiliated to British and International Federation of Festivals
Operating under Hampshire County Council

1. Policy Statement

Southampton Festival of Music and Drama (SFMAD) is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

All individuals have the right to participate in the Festival in a safe, secure, and supportive environment. Safeguarding is the responsibility of everyone involved in the Festival.

We adopt safeguarding practices aligned with guidance from the British and International Federation of Festivals (BIFF) and relevant UK legislation.

All staff, volunteers, and relevant adults are required to read and follow this policy.
Parents/guardians are expected to be aware of safeguarding arrangements.

2. Purpose and Scope

This policy applies to:

• Children and young people under 18

• Vulnerable adults of any age

• All Festival personnel, including volunteers, committee members, and contractors

It covers all Festival activities at:

• Thornden Hall, Chandler’s Ford

• St Peter’s Church, Boyatt Wood

The policy aims to:

• Protect participants from harm

• Provide clear procedures for safeguarding concerns

• Support volunteers in responding appropriately

3. Prevention

SFMAD recognises that performance environments are primarily adult-led and commits to ensuring that:

• The welfare of the child is paramount at all times
• Children are supervised at all times by a responsible adult
• All activities take place in an open and observable environment
• Children are informed of venue layout, facilities, and emergency procedures
• Children know who to speak to if they have concerns
• Children are treated with dignity, respect, and equality

4. Legal Framework

This policy is informed by UK legislation and statutory guidance, including:

• Children Act 1989 / 2004
• Children and Families Act 2014
• Data Protection Act 2018
• Human Rights Act 1998
• Police Act 1997
• Protection of Children Act 1999
• Criminal Justice and Court Services Act 2000 / 2015
• Safeguarding Vulnerable Groups Act 2006
• Sexual Offences Act 2003
• Equality Act 2010
• Children and Young Persons Act 1963 (where applicable to child performance and employment protections)
• Keeping Children Safe in Education (latest version)
• Working Together to Safeguard Children (latest version)

5. Definitions of Abuse

SFMAD recognises the four main categories of abuse:

• Physical Abuse – causing physical harm
• Emotional Abuse – persistent emotional maltreatment
• Sexual Abuse – involvement in sexual activity
• Neglect – failure to meet basic needs

Abuse may occur in person or online and may be carried out by adults or other children.

6. Roles and Responsibilities

Safeguarding Officer (per venue)

Responsible for:

• Acting as the first point of contact for safeguarding concerns
• Receiving and recording concerns or disclosures
• Escalating concerns to appropriate authorities
• Being identifiable and accessible throughout the event

Contact:
Name: Shelagh Lee
Phone: 07778 445898

Festival Committee

Responsible for:

• Ensuring this policy is implemented
• Appointing trained Safeguarding Officers
• Ensuring appropriate DBS checks are in place
• Maintaining a safe environment

Volunteers and Stewards

Responsible for:

• Following this policy at all times
• Reporting any concerns immediately
• Maintaining appropriate professional boundaries

Parents, Guardians, and Teachers

Responsible for:

• Supervising children in their care
• Ensuring children are accompanied as appropriate
• Acting in loco parentis where applicable

7. Supervision and Duty of Care

SFMAD operates as a volunteer-led event and works in partnership with parents, guardians, and teachers.

• Children should be supervised by a responsible adult at all times
• The Festival takes reasonable steps to provide a safe environment
• Safeguarding measures are in place across all venues
• Responsibility for individual supervision remains with accompanying adults
• Children will not be left unsupervised at any time while participating in SFMAD activities.
• Supervision ratios will be appropriate to the age and number of children present.
• School groups remain under the supervision of their accompanying staff in line with their own safeguarding policies.

8. Safer Working Practices / Code of Conduct

All personnel must:

• Avoid being alone with a child or vulnerable adult
• Maintain appropriate physical and professional boundaries
• Never engage in inappropriate physical contact
• Never communicate with children via personal social media or private messaging
• Challenge or report inappropriate behaviour

Any breach must be reported immediately.

9. DBS and Recruitment

• Safeguarding Officers and relevant committee members must hold Enhanced DBS checks
• DBS checks are reviewed annually
• Volunteers are recruited through known networks and are identifiable via badges
• Roles are assigned based on suitability and safeguarding considerations
• Any role involving regular contact with children or unsupervised access will require an appropriate DBS check.

10. Event Safeguarding Arrangements

• All Festival areas are treated as public spaces
• No dedicated changing facilities are provided
• Warm-up and waiting areas are open and observable
• Safeguarding Officers are present at each venue
• Clear signage identifies Festival personnel

Unsupervised Contact

• SFMAD will avoid situations where an adult is alone with a child
• Where unavoidable, this will take place in an open or observable environment
• Any adult in a role involving unsupervised contact must hold an appropriate DBS check

Physical Contact

• Physical contact will be avoided unless necessary
• Any contact will be appropriate to the activity and explained to the child
• Consent will be sought where appropriate

Chaperones and Supervision

• Where required, SFMAD will use Hampshire County Council licensed chaperones or appropriately designated responsible adults to supervise children during performances and waiting periods.
• Chaperones are responsible for the care, supervision, and welfare of children while they are in their care at the venue.
• All children will be supervised at all times by a responsible adult (parent, teacher, or approved chaperone).
• No child will be left unsupervised during Festival activities.

11. Accidents and Incidents

• All accidents involving children will be recorded
• First aid will be administered by a designated first aider
• Parents/guardians will be informed of any incident
• Records will be retained securely

12. Photography and Media

• Recording during performances is prohibited
• Parents may photograph their own children during award presentations only
• Any photography of under-18s by official or press photographers requires:

1. Parental consent
2. Parent/guardian presence

Images:

• Must not be published without consent
• Must be stored securely and used only for agreed purposes

13. Data Protection

SFMAD processes personal data in accordance with the Data Protection Act 2018.

Data may include:

• Names
• Ages
• Contact details
• Postcodes (where required for administrative purposes)

Lawful basis:

• Legitimate interest (festival administration, licenses)
• Consent (where required)

Data handling:

• Stored securely
• Access limited to authorised personnel
• Retained only as long as necessary
• Not shared without lawful basis

14. Safeguarding Reporting Procedure

Immediate danger

• Call 999 immediately

Step-by-step process

1. Report concern to the Safeguarding Officer immediately

2. Record factual details (what was seen/heard, dates, times)

3. Safeguarding Officer assesses and escalates as required

Escalation

Contact local safeguarding team:

• Hampshire Children’s Services: 0300 555 1384 or childrens.services@hants.gov.uk
• Multi AgencySafeguarding Hub (MASH): 0300 555 1384 (8:30-17:00), 0300 555 1373 (out of hours)

Additional support available:
NSPCC Helpline: 0808 800 5000

15. Responding to a Disclosure

If a child or vulnerable adult discloses information:

• Listen calmly and without interruption
• Do not ask leading questions
• Do not promise confidentiality
• Reassure them they have done the right thing
• Record exactly what was said
• Report immediately to the Safeguarding Officer

16. Managing Allegations Against Staff or Volunteers

• All allegations must be reported to the Safeguarding Officer immediately
• The individual may be removed from duties pending investigation
• Concerns will be escalated to:

• • Local authority designated officer (LADO) child.protection@hants.gov.uk 

  • Police (if required)

Confidentiality will be maintained throughout.

17. Risk Assessment

• Risk assessments are conducted for each venue and event
• Risks relating to safeguarding are specifically considered
• Control measures are implemented and reviewed

18. Schools and Group Attendance

• Schools must comply with their own off-site activity policies
• Adequate supervision ratios must be maintained
• Responsible adults must accompany all groups

19. Policy Review and Monitoring

• This policy is reviewed annually or after any safeguarding incident

• Updates reflect:

  • Changes in legislation

  • BIFF guidance

  • Best practice

Quick Reference: What To Do If Concerned

• Immediate danger → Call 999
• Report → Safeguarding Officer
• Record → factual notes only
• Escalate → Local authority / NSPCC if required

Approved by: Southampton Festival of Music and Drama Committee
Review date: May 2026