Policy Statement (Policy Revised July 2016 – next review July 2017)
Wereham Village Hall, (the ‘Trustees’) manages premises at Wereham Village Hall which can be used to provide activities for children, young people and vulnerable adults.
The Trustees to ensure that children, young people and vulnerable adults who come into the premises are provided with a safe and secure environment and are protected from harm regardless of gender, ethnicity, disability, sexuality or religion.
The Trustees requires that the same responsibilities and conditions of hire which apply for the use of the hall in general also apply to use for activities for children, young people and vulnerable adults (i.e. health and safety and fire regulations etc). In addition, the Trustees have set out conditions in Appendix 1 of this policy which the Hirer must comply with for activities that include children and/or vulnerable adults as a condition of hire of the premises.
Conditions of Hire for Activities Involving Children, Young People and/or Vulnerable Adults.
The hirer must comply with, and produce evidence of such compliance to the Trustees if so requested, of any legal requirements that may relate to their hiring, including (but without limitation, Disclosure and Barring Service (DBS) Certificates (formerly CRB check). Such evidence must be provided to the Bookings Secretary before the booking commences.
i. The Trustees will ensure that those in unsupervised contact with children on the premises, such as with child based groups, will be required to be checked under DBS.
ii. Where appropriate, the Trustees may require hirers for activities in the hall (other than those arranged as private events such as. parties by private invitation only), to produce copies of their child, young people and vulnerable adults’ protection procedures and evidence that all responsible adults, including, but without limitation, trainers, teachers,scout leaders, coaches and their assistants, including volunteers, have undergone relevant checks such as DBS vetting . Many people already involved in children’s activities are aware of these procedures and members of many sporting and national bodies (such as scouting, karate etc.) may already have undergone such checks. The Trustees may at any time request to see copies of such certificates or to review them with the hirer.
iii. It is the responsibility of the hirer to ensure that any person who has contact with children in their care is never left alone with a child unless they have been checked and hold a current DBS Certificate.
Employment of Children
The Trustees comply with legislation relating to the employment of children and Hirers are expected to do the same. Special Risk Assessments will also be required.
Hirers need to comply where appropriate with The Children (Performance) Regulations 1968 which sets out the requirements for children performing in a show over a period of time.
Young People – Parties and Clubs
Arrangements for private events (e.g. Children’s parties) will be discussed with the Hirer and in the Hiring Agreement Form. Please note that the Hire Agreement can only be signed by persons over 18 years of age. The Trustees take no action to vet the person(s) hiring the hall for these one off events.
Children Left Behind
In the event that a child is not collected from an activity or event, the responsibility for dealing with this situation rests with the Hirer who, if necessary, must seek the advice or the involvement of the Police or other authorities.
1) The Trustees extends the same duty of care in relation to vulnerable adults (Elderly, mentally and/or physically disabled) as to children. The Trustees may in certain circumstances require the Hirer to comply with the requirements of Paragraph 1 and 6 of Part A above in relation to vulnerable adults.
2) Hirers must satisfy themselves that the premises and its facilities are suitable for their users.
Advice to parents and organisers of events involving children under 16 years of age:
- Be fully prepared for emergencies refer to the Standard Conditions of Hire provided when you hired it
- Ensure that there is adequate adult supervision with a minimum number of 2 persons at all times.
- Bring a mobile phone to summon support if you need it.
- Set clear rules and enforce them e.g. no children in the kitchen, none allowed outside the building etc.
- Regularly check toilets and cloakrooms
- Decide in advance how you will deal with a child who is not collected at the end of the activity.
This advice should be helpful in ensuring you have a successful event for all.
When the Trustees of the Village Hall, through its Management Committee, organises events which involve or include children, it is always stated that such children must be accompanied by one or more parents, guardians or other responsible adults.