Keeping everyone safe.

1. Policy commitment

Don Valley Festival of the Arts Music and Drama is committed to providing a safe environment for children, young people and adults at risk who participate in, work at or attend the Festival. Welfare and safety take priority over competition, reputation or convenience.

The Festival adopts the British and International Federation of Festivals' Child Protection Policy Statement and Child Protection Procedures, last reviewed May 2026. Those documents and 'Creating Safer Festivals for Everyone' form part of this policy and will be published alongside it.

• All suspicions, disclosures and allegations are taken seriously and acted upon promptly.
• Safeguarding is everyone's responsibility. Trustees, committee members, adjudicators, accompanists and volunteers must report concerns rather than investigate them.
• Information is shared on a need-to-know basis where necessary to protect a person or comply with law.
• The Festival works within relevant child-performance legislation and any conditions imposed by the local authority.

2. Scope and definitions

• A child or young person is anyone under 18.
• An adult at risk is an adult who has care or support needs and, because of those needs, may be unable to protect themselves from abuse or neglect.
• Festival personnel includes trustees, committee members, Co-ordinators, adjudicators, accompanists, paid contractors and volunteers.
• The policy applies at Festival venues, waiting and practice areas, online activity, official photography, preparation and follow-up work.

3. Safeguarding leadership and contact

The Chair is the appointed Festival Safeguarding Officer (FSO). The officer's personal details are held internally and are not published.

• Before and after the event, contact the FSO through contactus@donvalleyfestival.org.uk and mark the message 'Private: safeguarding'.
• During the Festival, report immediately to the ticket desk or a badged Festival official. The name of the FSO and the executive committee member acting as the on-site safeguarding contact will be displayed at the ticket desk.
• The on-site safeguarding contact may receive a report and make immediate safety arrangements, but must pass it to the FSO and must not investigate.
• If the concern is about the FSO, or the FSO cannot be contacted, report it to the Federation Head of Safeguarding through BIFF on 01625 428297 or info@federationoffestivals.org.uk.

4. Supervision and the Festival environment

No in loco parentis. The Festival does not take parental responsibility for a child and does not provide general childcare.

• A parent, guardian, teacher, authorised responsible adult or licensed chaperone must provide continuous care and supervision for each child.
• If a parent or teacher delegates responsibility, the child must know the name of the adult responsible for them.
• The responsible adult supervises arrival, waiting, movement around the venue, public toilets and departure. Children must not be left or allowed to wander the premises.
• The Festival does not provide official changing or dressing rooms. Public toilets are available. Festival personnel do not accompany a child into a toilet except in an emergency and in accordance with safe working practice.
• One-to-one contact should be avoided. Where an immediate conversation is necessary, it should take place in an open, visible area or with another adult nearby.
• If a child becomes separated, they should approach a badged Festival official or the ticket desk. The Festival will keep the child in a visible safe place while the responsible adult is located.

5. Safer staff and volunteers

• Trustees, executive committee members and Co-ordinators are recruited and checked in line with BIFF procedures and the duties of the role.
• DBS eligibility and level are determined by the actual role. The Festival maintains a confidential register of the date, type, level and certificate reference and reviews checks at least every three years. It does not retain certificate copies except temporarily to resolve a dispute and never for more than six months.
• Occasional on-day helpers are supervised, do not undertake regulated activity, do not have unsupervised access to children and complete a proportionate recruitment and induction process.
• All personnel receive the BIFF Safe Working Practice and Festival Child Protection information. Before their first shift they also receive a short verbal briefing and confirm that they understand the reporting route.
• Festival personnel wear a role badge or lanyard while on duty.

6. Expected conduct

• Treat everyone with dignity, respect and fairness. Do not bully, harass, discriminate, intimidate or use degrading language.
• Maintain appropriate physical, emotional and digital boundaries. Do not exchange private social-media details or communicate privately with a child about Festival matters.
• Do not promise confidentiality. Explain that information may need to be shared to keep someone safe.
• Do not investigate, confront an alleged perpetrator, ask leading questions or speak to parents who may be involved in a concern.
• Do not transport or meet a child alone on behalf of the Festival.
• Report low-level concerns about an adult's conduct as well as allegations of abuse.

7. Responding to a concern or disclosure

• Make the person safe. Call 999 where there is immediate danger or a medical emergency.
• Listen calmly. Take the concern seriously. Do not ask leading questions or promise secrecy.
• Explain that the information must be passed to the person responsible for safeguarding.
• Report immediately to the FSO, on-site safeguarding contact or ticket desk. Do not wait until the end of the class or event.
• Make a factual written record as soon as possible using the Federation Reporting Concerns Form. Record the person's own words, date, time, people present and action taken. Sign and date it.
• The FSO decides whether to refer to Doncaster Children's Social Care, the LADO, police, adult safeguarding, BIFF or another appropriate agency. The FSO does not conduct a safeguarding investigation.

8. Reporting contacts

9. Photography and online publication

• Unauthorised photography, filming and recording are prohibited during performances.
• Only an appointed Festival photographer or videographer may create official images. Consent preferences are obtained at entry and checked again before photographs are taken.
• A person may opt out without affecting their participation. Images must not identify a child's home address, contact details or other sensitive information.
• The same safeguarding standards apply to the Festival website, Facebook page, mailing and other official communications.

10. Adults at risk and additional support

• Adults at risk are treated with dignity, listened to and supported to make their own decisions wherever possible.
• Concerns about abuse, neglect, exploitation or coercion are reported to the FSO. Immediate danger is reported to 999.
• Performers should tell the Festival in advance what adjustment or assistance is required. A parent, carer or support worker remains responsible for personal care unless a different arrangement is agreed in writing.
• Information is shared with Doncaster adult safeguarding or another agency where necessary to protect the person or another individual.

11. Child-performance licensing

Amateur or educational status does not automatically place a festival outside child-performance law. The Festival will obtain written advice from the City of Doncaster Council and will use a Body of Persons Approval, individual licence or lawful exemption where required. No child may perform unless the applicable requirements are met.

• The adult submitting the entry must provide accurate information needed for licensing or an exemption.
• A parent or appropriately approved chaperone must supervise a child where licensing conditions require it.
• Any school absence, payment, previous performance days and filming arrangements must be declared when relevant.

12. First aid, records and confidentiality

• First-aid arrangements and the identity or location of the designated first-aid provision will be displayed at the ticket desk before the Festival opens.
• Safeguarding forms are held securely during the event and transferred promptly to restricted storage controlled by the FSO. They are not retained openly at the ticket desk.
• Child protection records are held until the child reaches 25, unless a longer period is required. Records about concerns regarding an adult are held until normal retirement age or for 10 years, whichever is longer. Malicious allegations are destroyed when that conclusion is established.
• Safeguarding records are separate from ordinary entry records. Access is limited to those who need it for safeguarding, legal or regulatory purposes.

13. Review and supporting material

The Committee reviews this policy annually and after any significant incident, legislative change or revised BIFF guidance. Superseded versions and reasons for material changes are retained.

Supporting references:

• BIFF ↗
• Working Together 2026 ↗
• Doncaster safeguarding ↗
• Doncaster LADO ↗
• NSPCC retention ↗