Safe Sports Events Management Tool

• Do your safeguarding documents meet the event requirements?
• Does your event safeguarding plan comply with relevant government requirements?
• Have all staff and volunteers read and understood the plan?

 
The safeguarding plans should aim to:

• minimise the risk to athletes and team staff
• encourage the enjoyment of all involved
• enable children and young people to participate to the best of their ability

Further links and support

Working together to safeguard children - HM Government

See page 10 of Safe sport events, activities and competitions.

• Have you identified the partners that you will be working with?
• Have you agreed which policies and procedures you will follow for your event?
• Have communication plans been agreed before the event?

The Partnership Check and Challenge Tool will help you plan and ensure that you identify and address all key safeguarding elements when you are working together with other organisations to provide sport activities.

• Have you identified a person who will take lead responsibility?
• Has this person undertaken recent basic safeguarding awareness training?
• Have they ensured all staff and volunteers understand their safeguarding responsibilities?
• Will participants and staff know who this is and how to contact them? How will you make this information available?

Further links and support

Choose the right training

See page 26 of Safe sport events, activities and competitions.

• Does the policy comply with current government guidance and advice from Local Safeguarding Children’s Board?
• Does the policy link to the national governing body, school or local authority requirements?
• Is it clear who the policy applies to?
• Does your policy link to wider procedures, for example whistleblowing?
• Do your procedures ensure you have a clear, speedy and effective response to any concerns raised?

Further links and support

Putting safeguards in place

Deal with a concern

Contact your national governing body

See page 11 of Safe sport events, activities and competitions.

• Have you outlined expected good practice at the event?
• Is the code of conduct written clearly and appropriately for its audience?
• Have all partners signed up to a common code of conduct?
• Have you developed principles for participation for children and young people?
• Have you developed principles for participation for adults at the event?
• Have you identified ways to challenge unacceptable behaviour, for example bullying, racism, sexism?
• Have you been clear about appropriate relationships between adults and young people?
• Do you have specific guidance for personal and intimate care arrangements for very young or disabled young people?
• Is it clear to all parties how breaches of the code of conduct will be managed?

Further links and support

Sample codes of conduct for parents, children and staff

Anti-bullying in sport guidance

Homophobic and transphobic bullying in youth sport briefing

Parents in sport guidance

See pages 13 - 15 of Safe sport events, activities and competitions.

• Does someone have responsibility for ensuring all risk assessments have been undertaken for your event?
• Have you risk assessed the venue(s), facilities and equipment?
• Will you be providing changing room supervision?
• Have you risk assessed transport to and from the event?
• Have you completed a risk assessment for one to one contact?
• Have you completed a health and safety risk assessment?
• Have you considered the risks around communication and how this is done well at your event to ensure information is shared?
• Has a manual handling risk assessment been completed?
• Have you completed a risk assessment for photography?
• Refer to your national governing body if you need support conducting a risk assessment.
  
  

Is your event virtual?

• The virtual events and competitions guidance for activity deliverers will help you understand your safeguarding responsibilities when running virtual events for children.

Further links and support

Photography in sport guidance 

See page 16 of Safe sport events, activities and competitions.

• Have all supervising adults been vetted for suitability?
• Have you considered ratios at non-competition time?
• Have you considered ratios when travelling to and from the event?
• Do you know the age of your participants?
• Do you know the abilities within the group of young people at your event?
• Is specialist equipment needed or are there any specialist medical needs?

Further links and support

See pages 16 - 17 of Safe sport events, activities and competitions.

• Do you have a flowchart outlining procedures to follow in the event of a young person going missing?
• Have you identified key points in your event where there is a greater risk of young people going missing?

Further links and support

See page 17 of Safe sport events, activities and competitions.

Registration

• Is there a system in place to track the number and name of any child for whom you are responsible at any point during your event?
• If you are running a drop-in event have you made your expectations clear from the outset, for example registering name and emergency contact details or being accompanied by a parent or adult?
• Is your registration process documented in your safeguarding plan?
• Have you clarified when the responsibility for the participant transfers from the parent to the event organiser and back again at the end of the event?
• Do you ask for details and photos of the participants at least 4 weeks prior to the event?
  
  

Consents

• Have you received written consents prior to the event?
• Do the consents cover all aspects of the event?
• Where consent is not possible have you recorded the steps taken to gain consent?
• Have you introduced alternative safeguards where you don’t have consent?
• Has participation in both sport and non-sport activities been included on the same consent form?
• Have you included photography and the use of personal images on the same consent form?
• Have you included the code of conduct in your consent forms?

Further links and support

Photography and sport

See pages 17 - 18 of Safe sport events, activities and competitions.

• Have you asked all parents and carers to provide information about any disability, medical condition or allergy their child may have?
• If a young person requires medication during the event have you agreed how this will be stored and administered?
• Have you considered the potential impact on travel or overnight accommodation if the child or young person has a disability?
• Is medical information available to staff who have responsibility for the young person before, during and after the event?
• Have you asked parents to tell a named person about any non-medical and non-sport related issues that may affect the child whilst at your event e.g. family bereavement?

Further links and support

Heatwave advice for event organisers

See page 19 of Safe sport events, activities and competitions.

• Have you provided all event staff with identification that includes their photograph (where practical)?
• Have you considered how you will ensure only suitable trained and vetted personnel will have access to zone areas where participants are unsupervised?
• Will specific staff groups or teams wear colour coded shirts or kit to aid identification?

Further links and support

Choose the right training

See page 20 of Safe sport events, activities and competitions.

• Have you written clear job descriptions and person specifications?
• Are you conducting interviews or face to face meetings?
• Have you considered employment history?
• Have you checked for appropriate technical qualifications?
• Have you undertaken criminal record checks where eligible? (Pg 102-103)
• Have you checked both professional and personal references?
• Do you have the same procedures for paid and unpaid staff?
• If you are using existing staff and volunteers have you considered how you gain assurances from employers that they have followed robust recruitment processes?

Further links and support

Safer recruitment resources

See pages 12 - 13 of Safe sport events, activities and competitions.

• Have you provided information to young people and parents or carers at the point of admission or induction?
• Do you have a process to ensure young people, parent and carers agree to the code of conduct?
• Is it clear who to contact if a young person, parent or carer has a concern? Are the contact details readily available? (pg 58)
• Do young people know that parents or carers will be contacted if they become involved in an accident, breach of the code of conduct or any illegal activity?
• Do you have written consent from the parent or carer for the young person to participate in your event?
• Have the parents provided details on emergency contacts, information on medical conditions or additional needs and consents?
• Have you communicated travel, drop off and collection arrangements to parents or carers?
• Have parents been made aware of the code of conduct for your event and been encouraged to talk to their children about the participant’s code of conduct?

Further links and support

Sample codes of conduct for parents, children and staff

See pages 21 - 22 of Safe sport events, activities and competitions.

• Do you have different members of the event team taking responsibility for the overall event and for safeguarding?
• Do you have an event safeguarding plan?
• Has the event organiser undertaken basic safeguarding training?
• Has the person with lead safeguarding responsibility had basic safeguarding training?
• Has a pre event risk assessment been undertaken, to include site facilities?
• Has the lead safeguarding officer provided pre-event safeguarding briefings for other members of staff and volunteers?
• Do all staff understand their safeguarding responsibilities and what to do in the event of a concern arising?
• Have you checked that all the parental registration, consents and medical information has been received?
• Have you collated the relevant numbers for local statutory agencies, NGBs, LADOs etc. prior to the event?
• Have all parties signed up to the code of conduct?

Further links and support

Choose the right training

Sample codes of conduct for parents, children and staff

See page 21 and pages 25 - 27 of Safe sport events, activities and competitions.

• Have you considered how safeguarding concerns can be raised at your event?
• Do you have the mechanisms in place to respond to concerns coming from a child?
• Do you have processes in place to respond to concerns arising during the recruitment process?
• Do all staff and volunteers know how to respond to a child if they disclose a concern? (pg 50)
• Do you have an incident reporting form to record any concerns?

Further links and support

See pages 55 - 58 of Safe sport events, activities and competitions.

• Do you have a whistleblowing policy?
• Does the policy make it clear that concerns will be taken seriously?
• Have you considered ways to encourage all staff and volunteers to feel confident to voice concerns?
• Does the whistleblowing policy cover individuals and the organisation?
• Does it provide step by step processes for raising and dealing with concerns?
• Have you promoted the use of ChildLine to children and young people?
• Have you promoted the 24 hour NSPCC helpline?
• Do all staff and volunteers know what to do if a safeguarding concern is raised?
• Is it clear when statutory agencies should be contacted?
• Are all concerns relating to poor practice reported to the event organiser?
• Are flowcharts available to simplify the processes when an allegation of abuse or poor practice is made?
• Have you considered how a child’s parent will be informed if a concern has been raised (unless doing so would put the child at further risk or affect any police investigation)?
• Does everyone working at the event (staff and volunteers) know whom to report concerns to?

Further links and support

See page 51 of Safe sport events, activities and competitions.

• Have you checked the calendar to ensure your trip does not coincide with religious festivals or examination periods?
• Is the venue suitable for all your participants?
• Is the group of mixed ages?
• Is it a mixed gender group?
• Have you considered how needs relating to disability, medical or cultural or ethnic considerations will be met?
• Have you considered the adult to children ratios? (Pg 85-86)
• How will the children be supervised both at the competition and during free time?
• Have you considered the cost of the trip and how this will be funded?
• Have you made it clear to parents and carers the agreed amount of spending money?

Further links and support

See pages 75 - 77 of Safe sport events, activities and competitions.

• Have you got a plan for method of transport?
• Have you shared contact details of the coach and team manager with parents?
• Have you explained the costs involved?
• Have you made it clear the kit and other items required by the child during the trip?
• If it is an overnight trip have you arranged a meeting with the parents beforehand to explain the arrangements?
• Have you provided parents with the information they need? (Pg 78)
• Have you obtained the parents’ consent for their child to take part?
• Have you all the relevant medical information for the young person?
• Have the athletes been able to contribute to a code of behaviour?
• Have you provided the athletes with policies and procedures to help them stay safe while they are away?
• Have you had a meeting to discuss activities, chores, cooking and cleaning?

Further links and support

Sample codes of conduct for parents, children and staff

 See pages 77 - 79 of Safe sport events, activities and competitions.

• Have you identified any hazards?
• Have you thought about who may be affected by them?
• What safety measures need to put in place to reduce the risks?
• Who can put safety measures in place?
• What steps should be taken in an emergency?
• Have all these questions been asked in respect of the venue, accommodation, transport, staffing, sleeping arrangements and catering?
• Have you planned for any adverse weather and how this will be managed?

Further links and support

see page 80 of Safe sport events, activities and competitions.

• Have you assessed all consideration in relation to transport? (pg 81)
• If using a minibus, has the driver received the appropriate training?
• Has the use of private cars been considered and agreed in advance? (Pg 81)
• Has a central dropping point been identified and communicated? (pg 82)
• Has the level of supervision been considered? (pg 82)

Further links and support

Choose the right training

See pages 81 - 82 of Safe sport events, activities and competitions.

• Is it clear how to contact emergency services?
• Do you have clear procedures if an emergency occurs on a trip?
• Do you have access to a suitable first aid box?
• Is the group organiser aware of any specific medical conditions, including allergies, of young people in their group?
• Do you have the appropriate insurance for your trip?
• Do you have clear guidelines on how to liaise with parents in the event of an emergency?

Further links and support

see pages 83 - 84 of Safe sport events, activities and competitions.

• Do you have insurance for transport?
• Do you have insurance through affiliation? (Pg 84)
• If you have taken out insurance is the company aware of all the activities that will be undertaken (in and out of competition)?
• Is the level of insurance appropriate to the sport?
• If using an existing policy does this adequately cover all aspects of your trip?
• Do you have public liability insurance?
• Do you have civil liability insurance?

Further links and support

See pages 84 - 85 of Safe sport events, activities and competitions.

• Have you followed safe recruitment procedures for anyone acting in a supervisory role?
• Do you have both male and female members of staff to accompany mixed gender teams?
• Have all staff in a supervisory role had the correct training?
• Have the supervisory staff been provided with a full itinerary, including contact details and transport arrangements?
• Does the supervisory person have a list of group members to hand at all times?
• Do you have sufficient adult to children ratios for any trip?
• Does the ratio that you have set consider staff illness or accident?
• Have you considered age, disability, behaviour and medical needs when looking at ratios?
• Do all staff have an understanding of the code of conduct and how to deal with breaches?
• Where there are a number of staff involved in supervising has it been agreed who has overall charge?
• Have you considered supervision when the athletes are not competing? (Pg 87)
• Have you considered how to deal with homesickness?
• Have you agreed how e-technology will be used by staff at your event?

Further links and support

Supervision levels video

Choose the right training

Sample codes of conduct for parents, children and staff

Online safety

See pages 85 - 88 of Safe sport events, activities and competitions.

• What are the establishment’s policies and procedures?
• Are the facilities accessible and in good working order?
• Are you aware of the health and safety procedures?
• Are there any smoking or alcohol restrictions?
• Will the children have responsibilities for tidying up during their stay?
• Have the sleeping arrangements been considered (Pg 88)
• If using a hotel or guest house have you considered how this will be managed? (Pg 89)
• Can food requirements be met? (pg 90)
• Have you considered all good practice guidelines in terms of accommodation? (Pg 90)
• Have the room allocation been organised and ready to share on arrival?
• Has the itinerary been provided including mealtimes and facilities?
• Clarify the use of mobile phones and social media? 
• Identify way of safekeeping valuables and belongings?
• Have you factored in time to brief staff and the arrival, daily and at the end of the event? (Pg 92)
• Are there arrangements in place to help young people being away from home? (Pg 93)

Further links and support

 See pages 88 - 93 of Safe sport events, activities and competitions.

• Have you considered how to ensure deaf or disabled young people will stay safe at your event? 
• Have you considered how to ensure vulnerable young adults will stay safe at your event?
• Has the additional vulnerability of elite athletes been addressed?
• Have steps been made to safeguard and protect young people from minority ethnic backgrounds?
• Have you considered the use and safe recruitment of interpreters?
• Have the suitability of chaperones been checked?

Further links and support

Safeguarding talented and elite athletes

 See pages 69 - 73 of Safe sport events, activities and competitions.

• Has consideration been made to the use of social media?
• Have the risks of using social media been considered and addressed?
• Does the code of conduct for the event include online behaviour?

Further links and support

Online safety

Staying safe online – social media policy best-practice example

See page 74 of Safe sport Events, activities and competitions.