safeguarding checklist for british council events

Event Planning

Assess the venue for accessibility and safety.

Inspect entrances, exits, and pathways for wheelchair access.
Check for emergency exits and signage visibility.
Evaluate restroom facilities for accessibility.
Ensure adequate lighting in all areas.
Review security measures and emergency protocols.

Ensure all staff and volunteers are trained in safeguarding procedures.

Provide comprehensive training sessions on safeguarding policies.
Distribute safeguarding handbooks to all staff and volunteers.
Conduct role-playing scenarios to practice response to incidents.
Offer refresher courses before the event.
Confirm understanding through assessments or quizzes.

Develop a clear safeguarding policy for the event.

Outline the purpose and importance of safeguarding.
Define roles and responsibilities for staff and volunteers.
Establish procedures for reporting concerns or incidents.
Include guidelines for handling sensitive information.
Ensure policy is easily accessible to all participants.

Identify designated safeguarding leads for the event.

Select individuals with safeguarding experience and training.
Ensure leads are easily identifiable by staff and participants.
Provide leads with necessary resources and authority.
Communicate their roles clearly to all event attendees.
Arrange regular check-ins with leads throughout the event.

Here are some additional steps that could be included in the Event Planning section of the safeguarding checklist for British Council events

Establish communication protocols for reporting concerns or incidents

Create and distribute a participant code of conduct outlining expected behavior

Ensure that background checks are conducted for all staff and volunteers working with participants

Develop a plan for managing and responding to emergencies, including medical situations

Provide information and training on cultural sensitivity and inclusivity for staff and volunteers

Implement a system for monitoring participant attendance and engagement

Ensure that there are adequate supervision ratios for participants based on their age and vulnerability

Prepare and share resource materials on safeguarding and support services with participants and their guardians

Create a feedback mechanism for participants to express concerns or suggestions related to safeguarding

Review and update safeguarding policies and procedures based on lessons learned from previous events

Risk Assessment

Conduct a thorough risk assessment for the event.

Gather a team with relevant expertise.
Evaluate the event's location and activities.
Consider historical data on similar events.
Document all potential hazards and risks.

Identify potential risks to participants, including physical, emotional, and psychological risks.

Analyze the environment for physical dangers.
Assess activities that may cause emotional distress.
Consult with mental health professionals if needed.
Create a comprehensive list of identified risks.

Implement measures to mitigate identified risks.

Develop a risk management plan.
Assign responsibilities to team members.
Establish emergency procedures and contacts.
Provide training on risk management to staff.

Review and update the risk assessment regularly.

Schedule periodic reviews of the risk assessment.
Incorporate feedback from previous events.
Stay informed about changes in regulations.
Adjust the assessment based on new risks identified.

Participant Information

Collect emergency contact information for all participants.

Ensure that participants are aware of the safeguarding policy.

Provide information on how to report concerns or incidents.

Communicate any specific needs or requirements of participants ahead of time.

Staff and Volunteer Management

Ensure all staff and volunteers have undergone background checks.

Provide safeguarding training for all staff and volunteers.

Establish clear roles and responsibilities regarding safeguarding.

Monitor staff and volunteer behavior to ensure compliance with safeguarding policies.

During the Event

Maintain a visible presence of staff and volunteers throughout the event.

Have first aid and emergency procedures clearly outlined and accessible.

Ensure that all participants are supervised appropriately.

Encourage an open environment where participants feel safe to express concerns.

Post-Event Review

Conduct a debriefing session with staff and volunteers regarding safeguarding.

Collect feedback from participants about their experience and safety.

Review any incidents or concerns raised during the event.

Update safeguarding policies and procedures based on lessons learned.

This checklist should help ensure the safety and well-being of all participants during British Council events.