Preliminary Statement

Our primary aims in putting on the festival are to promote well being – providing opportunities for local people to engage in arts activities of various kinds whether as performers, audience or workshop members.

There is always the risk that something can go wrong and ArtBeat is also committed to protecting people from harm and in this document we outline our policy and procedures for safeguarding children, young people and vulnerable adults1 of any age. [See also Health and Safety Policy]

Event Organisers will undertake a risk assessment for their event(s), at the beginning of the festival – including the risk of physical harm to organisers and attendees – and monitor identified risks and potential incidents throughout.

We expect volunteers to share our commitment to protecting vulnerable people from harm and abuse2 – and to report any concerns they might have. All suspicions and allegations of abuse will be: taken seriously; responded to swiftly, discreetly and appropriately; documented and dated.

We recognise that it is easy for misunderstandings to arise, and for allegations of abuse to be made either maliciously or from people having different perceptions of various gestures, words or actions.  Equally we have to acknowledge that there are people who deliberately seek out opportunities to harm children. We aim to ensure that our volunteers do not fall into this category and to minimise the opportunities for harm.

We aim to respect the rights and needs of everyone attending our festival and to value what they have to say to us.

Our Policy

1. Purpose and function of our organisation

ArtBeat provides opportunities for Clarendon Park residents and visitors to:

  • enjoy performances by established and aspiring local performers in the fields of music, dance, literature and poetry
  • ‘have a go’ at activities in creative workshops
  • get together with other performers – for example in  jamming sessions – to share ideas and experiences as well as make music together.

2. The festival environment

Our events will be held in a variety of venues including:

  • faith venues (the synagogue, Christchurch, the Friends Meeting House, the Gurdwara; and the Chinese Christian Community Centre)
  • bars, pubs and cafes
  • educational establishments out of hours(for example Avenue school)
  • residential care homes.

All venues have areas that are open to the public. Each event will have a named organiser, but public areas will not be supervised by the festival organisers / volunteers. For this reason, we require all parents/carers to accompany their children / vulnerable adults to the festival or to ensure that they are accompanied by responsible adults acting on their behalf.

3. Festival personnel

Our festival is staffed by committee members and by volunteers who will be easily distinguishable – wearing either t shirts or badges with the ArtBeat logo. Volunteers will report any concerns to the named person with responsibility for Safeguarding. For 2016, this person is Tony Modinos.

There are only a very few events in which unaccompanied children can participate. Here we will ensure that the performer/workshop host has had the necessary DBS checks should the threshold criteria be met. Further information can be found on

All our event hosts and volunteers will be required to read and adhere to all policies and procedures including this one. For safeguarding reasons, no organiser or volunteer will:

  • be involved in one-to-one activity with children, young people or vulnerable adults
  • engage in physical contact with participants unless absolutely necessary for the activity and only then with the permission of the child, young person or vulnerable adult and her/his parent/carer.

4. Photography and video 

There will be no photography at the Festival except by the ArtBeat team who will always ask permission from parents/carers, before taking photographs of children and young people.

If we decide that we would like to use images from the festival on the website, we will seek written permission from all those in the photographs / video. Where children are involved we will ask permission from their parents/carers.

At the beginning of an event, hosts will ask whether or not there is anybody present who does not want their photograph to be taken. Whether or not people identify themselves as willing or unwilling to be photographed, attendees should be reminded to ask permission before taking anybody’s photograph.

5. Legislation and guidance 

This policy is compliant with all current safeguarding legislation and guidance and, in our annual review, will be kept up to date with any new legislation

6. Policy Review

The Festival Coordinating Committee will review this policy annually and revise/enhance it as appropriate.

Date of adoption of this policy: 27 April 2014
First review: 18 March 2015
Second review: 7 June 2016
Date for next review: 7 March 2017

[1] The term ‘vulnerable adults’ has been replaced in England by the term ‘adults at risk’ and refers to an adult who has care or support needs and is unable to protect themselves from the risk of, or the experience of, abuse or neglect.

[2] Harm and abuse relating to children incorporates a number of categories including:

  • Physical – intentionally causing physical harm
  • Emotional – causing emotional damage
  • Sexual – using children, young people or adults at risk adults for sexual gratification
  • Neglect – failing to provide or, the withholding of, essential needs

[Working Together 2015]
For adults at risk, additional categories of harm or abuse to the above, include discriminatory abuse (for example racial abuse); financial or material abuse (including theft, fraud and exploitation); domestic violence; modern slavery; organisational abuse; self-neglect. [Care and Support Guidance 2014]

Safeguarding Procedures

To be followed when there is suspicion, or disclosure, of abuse

There are 3 main ways in which safeguarding concerns come to light:

  • People see or hear something that concerns them
  • A child discloses abuse to a trusted adult or to a friend
  • Someone is told by a third person of their own concerns about the welfare of a child/young person/vulnerable adult.

Whilst it is unlikely that any of these would happen in a festival context – with short workshops and no one-to-one activities, nevertheless everyone involved should know what to do in the event a concern comes to light. If any of these occasions should arise you should:

  • Immediately contact the event host who will, in turn, contact Tony Modinos – our named person with responsibility for safeguarding
  • Complete the incident report form, which follows but which also appears in the Day Managers folder for ease of use. The form should be completed as soon as possible after the incident.
Safeguarding Incident report form
Name of person making the report
Are you reporting:

  • your own concerns
  • a disclosure made by the child/young person/vulnerable adult concerned
  • concerns raised by someone else
Details of child / young person / vulnerable adult involved
Age (are they under or over the age of 18 years?)
Any disability or special need?
Name and contact details of parent/carer
The incident/concerns being reported:
Time and date of occurrence
Name and contact details (where possible) of the person alleged to have caused the incident/harm
Name and contact details of any witnesses
What exactly did you observe / were you told? Please:

  • use the words of the person reporting the abuse as much as possible
  • report facts rather than opinions
Action taken so far







Additional Contacts

The following contact numbers should be used by the named person or by any day manager if he is not contactable for any reason and the concern merits immediate or emergency action. If there is a need for emergency medical assistance or it is believed that a crime has been committed, then the relevant emergency services should be contacted right away.

Children’s or adults’ social care
0116 4541004
This number should be used for all concerns relating to children or adults at risk both during weekly working hours and out of hours. The switchboard will then pass on the concern to the appropriate duty team.

NSPCC Helpline
0808 800 5000
For general enquiries about safeguarding the NSPCC Helpline can provide advice about what action to take in relation to children.