SAFEGUARDING POLICY

CONTENTS

1. Information – Points of Contact
2. Introduction – Safeguarding Principles, Positions of Trust, Culture.
3. Pre-event Safeguarding Planning
4. Understanding abuse and neglect, and how to respond
5. Safer Working Practices – General Conduct, Communication, Photography, young people attendance
6. Recruitment, Training, Code of Conduct, Role of Safeguarding Lead, Contractor and Partner Responsibilities
7. Responding to allegations of abuse
8. Post-event – Safeguarding Review and Learning
9. Associated Policies and Documents

Terminology

Safeguarding

Our duty of care is to protect both children and adults from harm and this comes under the term ‘Safeguarding’.

Children and Young Persons

Definition:   In England, a child is legally defined as anyone who is under the age of 18 years.  (Children Act 1989).

Adults at Risk

An adult that requires safeguarding is one that is considered to be over the age of 18 who has need of care and support, is experiencing, or at risk of, abuse or neglect; and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.  Care Act 2014

‘A person is considered vulnerable if, as a result of their situation or circumstance they are unable temporarily or permanently to protect themselves from harm or exploitation’. College of Policing.

An adult is any person who is over the age of 18.

For the purposes of this policy, we will refer to adults who need help as ‘adults at risk’ which takes into account adults with additional care and support needs.

1. INFORMATION

Wildfires Festival event: Wildfires Festival, PO Box 1563, Woking, GU21 6BG

General information: info@wildfiresfestival.com

Wildfires Festival Landline: 01483 306627

Operational Lead: Steve Morris

Email: steve@wildfiresfestival.com

Safeguarding Lead: Clare McKnight

Email: safeguarding@wildfiresfestival.com

Charity/Company Number: 24-7 Prayer, 1091413

Insurance Company: Allianz

Wildfires Festival is an annual three-day Christian event that draws together all ages, from all denominations for fellowship, music, and worship in England. It was launched in 2018 as a place to encounter God. Daily meetings are held for different age groups which include games, bible teaching, music, and prayer. At the Wildfires Festival each year more than 8,000 people from all over the UK, gather in Sussex. 6,000 of those people will be camping. It reaches out to both those inside and outside the church. It is a not-for-profit event and take place at the Wiston Estate, Steyning, West Sussex, BN44 3DZ. This year the event will be held near the end of July.

Wildfires Festival is led by a core team of leaders from 24-7 Prayer, Emmaus Road Church, Pioneer Network and Open Heaven, St Paul’s Hammersmith Church, KXC Church, and Gas Street Church, with legal and financial responsibility of the event held by the trustees of 24-7 Prayer. 24-7 Prayer is an international movement of prayer, mission, and justice. 24-7 Prayer is a UK registered charity (no. 1091413) and company limited by guarantee (no. 04176643). The registered address is Unit S02, One Crown Square, Church Street East, Woking, Surrey, GU21 6HR

2. INTRODUCTION

Wildfires Festival believes that abuse of any kind is unacceptable. We recognise our responsibility to safeguard all children, young people and adults at risk in line with national legislation and local policy.

The Wildfires Festival safeguarding policy establishes the roles and responsibilities of all Wildfires volunteers and staff in relation to the protection of children, young people and adults at risk with whom they may have contact during the event.

Wildfires Festival is committed to reviewing this policy and its good practice annually.

The Purpose of the Safeguarding Policy:

• To provide protection for the children, young people, and adults at risk across the Wildfires Festival event
  • To provide staff and volunteers with guidance on procedures to follow if they suspect a child, young person or adult may be experiencing or be at risk of harm
  • This policy applies to all staff, whether paid or voluntary, and anyone working on behalf of the Wildfires Festival.

We will endeavour to safeguard children, young people, and adults by:

• Valuing, listening to, and respecting them
  • Adopting appropriate guidelines for the safety and well-being of children, young adults, and adults at risk through procedures and a code of conduct for staff and volunteers
  • Committing to a thorough and safe recruitment process for all its activities
  • Sharing relevant information about child and adult protection and good practice with children, young people, parents, carers, staff, and volunteers
  • Making relevant agency referrals and involving the individual and other relevant parties appropriately always adhering to the Wildfires Confidentiality Policy and to the boundaries of the Data Protection Act 2018
  • Providing effective management for staff and volunteers through supervision and support.

Safeguarding Principles

• The safeguarding of children, young people and adults attending Wildfires Festival and using the premises and services which are part of the event is one of the main priorities for the organisation.
  • Wildfires Festival is committed to working with everyone to ensure that every child, young person, and adult receives the appropriate care and support needed to safely attend and enjoy the event.
  • Wildfires Festival Core Team, staff, contractors and volunteers will at all times behave in a way that reflects the principles, ethos and values of the organisation.
  • Wildfires Festival operates a Safeguarding Team which will be in place for the duration of the event.
  • The Safeguarding management team are comprised of suitably trained and briefed individuals who have proven experience of working with children, young people and adults with care and support needs. There will be one overall safeguarding team lead, and several deputy team leaders, which make up the safeguarding management team. A minimum of two safeguarding officers will be on duty between the hours of 0800-2300 hours throughout the event.
  • The Safeguarding Team lead will be on duty throughout the duration of the event and will be contactable via control for situations arising outside of the event’s daytime hours (so 24/7).
  • The Safeguarding Team are responsible for people within the geographical boundaries of the event, as outlined in the relevant maps.

Positions of Trust

Position of trust’ is a legal term defined in section 22 of the Sexual Offences Act 2003. It is explained as an adult “caring for, training, supervising or being in sole charge” of a child under the age of 18.

All adults working with children, young people and adults at risk are in a position of trust. All those in positions of trust need to understand the power this can give them over those they care for and the responsibility they have because of this relationship.

It is vital that all workers, whether that be paid or voluntary, ensure they do not, even unknowingly, use their position of power and authority inappropriately. They should always maintain professional boundaries and avoid behaviour which could be misinterpreted.

As of April 2022, it is illegal in England for those in Positions of Trust in a faith setting to engage in sexual activity with a 16- or 17-year-old under their care or supervision.

Culture

Key to safeguarding is the culture of the organisation and the event. This starts at the top, and threads throughout the whole team and event. As an organisation, we aim to build an open culture where:

• those who lead, do so by example
  • are committed to the safeguarding of all
  • those that work or volunteer are safely recruited and trained for their roles
  • there are accountability structures
  • with a code of conduct
  • and there is open communication.

3. PRE-EVENT SAFEGUARDING PLANNING

Wildfires Festival recognises that effective safeguarding begins before the event.

This section outlines the steps taken to ensure that appropriate safeguarding measures are planned, communicated, and implemented prior to the event taking place.

Safeguarding Team Planning

Wildfires Festival will ensure that:

• A suitably trained Safeguarding Lead is appointed
  • A Safeguarding Team is recruited with appropriate experience
  • Clear roles and responsibilities are defined
  • Adequate staffing levels are in place for the duration of the event, including overnight cover

The Safeguarding Team will be:

• Clearly identifiable – Hi-vis jackets with safeguarding on rear, lanyards with photos.
  • Accessible to attendees and staff
  • Contactable via Event Control at all times

Safer Recruitment & Vetting

Prior to the event:

• All relevant staff and volunteers will:
  • Complete recruitment processes
    • Undergo DBS checks where required
    • Receive safeguarding training and briefing

No individual will be permitted to undertake a role involving regulated activity until appropriate checks are completed.

Training & Briefings

All staff and volunteers will be offered:

• Safeguarding awareness training appropriate to their role
  • Clear guidance on:
    • Recognising concerns
    • Reporting procedures
    • Safer working practices

Key teams (e.g. stewards, youth teams, safeguarding team) will receive role-specific briefings, including:

• Lost and found procedures
  • Boundaries and behaviour expectations

Communication & Reporting Systems

Wildfires Festival will ensure that:

• Clear safeguarding reporting procedures are in place
  • All staff understand how to:
    • Contact Event Control
    • Contact the Safeguarding Team

Systems will include:

• Radio communication
  • Incident reporting forms
  • A central logging process for safeguarding concerns.

4. UNDERSTANDING ABUSE AND NEGLECT

At Wildfires Festival we define safeguarding as having a duty of care to look after those who may be more vulnerable within the community or who are involved in a situation where they are at immediate risk of significant harm or may pose a significant risk to others.

At Wildfires Festival we define welfare as providing information and support to a person who is not at immediate risk of significant harm and who is not presenting an immediate risk to others. We provide this information and support to enable the person to help themselves.

‘A person is vulnerable if, as a result of their situation or circumstances, they are unable to take care of or protect themselves or others from harm or exploitation.’ College of Policing. Therefore, any person can be vulnerable at any time.

Categories of Abuse

Physical Abuse

Examples include slapping, pushing, kicking, rough handling, twisting of limbs / extremities, misuse of medication, or inappropriate sanctions or restraint.

Sexual Abuse

Examples include Rape and sexual assault or sexual acts to which the adult at risk has not consented, could not consent or was pressured into consenting. Non-contact abuse such as voyeurism, and involvement in pornography.

Psychological / Emotional Abuse

Examples include verbal assault or intimidation, emotional abuse, threats of harm or abandonment, humiliation or blaming, overriding of consent, choices or wishes, feeling worthless, frightened, or unloved.

NB: Psychological/emotional abuse will usually occur in conjunction with other forms of abuse.

Financial Abuse

Examples include theft, fraud, exploitation, and pressure in connection with wills, property, possessions, or benefits.

Spiritual Abuse

Spiritual Abuse is described as ‘a form of emotional and psychological abuse characterized by a systemic pattern of coercive and controlling behaviour in a religious context’ (Church of England 2021 Safeguarding e-manual).

Put simply, spiritual abuse is coercion and control of a person by another in a spiritual context.

This abuse may include:

• Manipulation and exploitation
  • Enforced accountability
  • Censorship of decision making
  • Requirements for secrecy and silence
  • Pressure to conform
  • Misuse of scripture or the pulpit to control behaviour
  • Requirement of obedience to the abuser
  • The suggestion that the abuser has a ‘divine’ position
  • Isolation from others, especially those external to the abusive context

Linked with emotional abuse, spiritual abuse could be defined as an abuse of power, often done in the name of God or religion, which involves manipulating or coercing someone into thinking, saying or doing things without respecting their right to choose for themselves.

Some indicators of spiritual abuse might be a leader who is intimidating and imposes his/her will on other people, perhaps threatening dire consequences or the wrath of God if disobeyed.

The leader may say that God has revealed certain things to them and so they know what is right. Those under their leadership are fearful to challenge or disagree, believing they will lose the leader’s (or God’s) acceptance and approval.

It can also involve a person forcing another person, or their children to participate in spiritual or religious practices when they don’t want to.

Neglect and Acts of Omission

Examples include ignoring medical or physical care needs, failure to provide access to appropriate health, social care or educational services, and withholding of the necessities of life, such as medication, adequate nutrition and heating.

Discriminatory Abuse

This abuse is usually motivated by discriminatory and oppressive attitudes towards race, gender, cultural background, religion, physical and/ or sensory impairment, sexual orientation, and age.

Institutional Abuse, Neglect, and Poor Practice

This may take the form of isolated incidents of poor or unsatisfactory professional practice at one end of the spectrum, through to gross misconduct.

Conversion Therapy

“Conversion therapy” is any practice aimed at a person or group of people which demonstrates an assumption that any sexual orientation or gender identity is inherently preferable, and which has the predetermined purpose of attempting to – (a) change a person’s sexual orientation or gender identity, or (b) suppress a person’s expression of sexual orientation or gender identity. Wildfires Festival does not permit or support any practices that seek to change or suppress a person’s sexual orientation or gender identity.

Appropriate/ Inappropriate Physical Contact

Physical contact with others is an important way of providing reassurance in addition to displaying appropriate affection and respect. Physical contact can be an essential form of communication.

Every individual has the right to personal space and should feel able to say ‘no’ to any offered physical contact.

Staff and Volunteers are encouraged to communicate with those who are attending and taking part in the event, however, with regards to physical contact with children, young adults and/or adults, volunteers are required to consider the boundaries of appropriate/inappropriate touch and, to avoid engaging in, encouraging, presenting or displaying physical contact which may be misinterpreted, or which is not welcomed by the child, young person or adult.

Staff and Volunteers should consider whether the type of contact that they are having with an individual is appropriate to their age, ability and/or situation. For example, a volunteer who may be supporting a specific children’s/young person’s activity should consider whether letting an individual sit on their lap whilst taking part in an activity is appropriate. Allowing a young primary-aged child to sit on your lap to support them with an activity or to engage them with storytelling may be appropriate; however, allowing a young person to do so is not.

If an individual initiates inappropriate contact i.e. full bodily hugs, staff and volunteers can change it to a more acceptable form whilst continuing to show appropriate affection and respect. For example, an arm around the shoulders, a hand on the arm or a high five is more acceptable than a hug or a kiss.

Volunteers should be aware of and sensitive to the response of the individual. Be aware of any signs of discomfort or unease and adjust your actions (and theirs if necessary) as appropriate. If you have concerns about the way that an individual may physically relate to you or others, please alert your team leader and the Safeguarding Lead.

A person must not pray on anyone under the age of 18, or deemed vulnerable without an appropriate adult present, and with the consent of the young person and adult. (Please see prayer policy)

Mental capacity and consent (MENTAL CAPACITY ACT 2005)

Wildfires Festival recognises its responsibility to support adults at risk in a way that respects their rights, dignity, and autonomy, while ensuring their safety.

This section outlines how the Mental Capacity Act 2005 (MCA) is applied when working with adults who may have difficulty making certain decisions.

1. Key Principles of the Mental Capacity Act

Wildfires Festival will follow the five statutory principles of the Mental Capacity Act:

1. Presumption of Capacity
   Every adult has the right to make their own decisions unless it is established that they lack capacity.
2. Support to Make Decisions
   All practicable steps must be taken to support an individual to make their own decisions.
3. Right to Make Unwise Decisions
   Individuals have the right to make decisions others may consider unwise, provided they have capacity.
4. Best Interests
   Any decision made on behalf of a person who lacks capacity must be made in their best interests.
5. Least Restrictive Option
   Any action taken must be the least restrictive option available.

2. Assessing Capacity

Staff and volunteers are not expected to formally assess capacity, but should be alert to situations where an individual may:

• Appear confused or disoriented
• Be unable to understand information
• Be unable to communicate decisions
• Be significantly affected by:
  • Alcohol or substances
  • Distress or mental health crisis

If there are concerns about capacity:

• Contact the Safeguarding Team immediately
• Do not make decisions alone

3. Consent

Where an adult has capacity, their consent must always be obtained before:

• Providing support

• Physical contact
  • Sharing information

Consent must be:

• Informed
• Freely given
• Ongoing (can be withdrawn at any time)

4. When Capacity May Be Lacking

If an individual is believed to lack capacity to make a specific decision, staff and volunteers must:

• Seek support from the Safeguarding Team
• Ensure the individual is kept safe
• Avoid making unnecessary decisions on their behalf

The safeguarding team will:

• Consider what action is in the person’s best interests
• Involve relevant professionals where required (e.g. medical team, emergency services)

5. Best Interests Decisions

Where a decision must be made for someone who lacks capacity the decision must:

• Be made in their best interests and consider:
  • The person’s wishes and feelings
  • Any known beliefs or values
  • Input from others where appropriate

The least restrictive option must always be chosen.

6. Impact of Alcohol or Substances

Temporary loss of capacity may occur due to:

• Alcohol
• Drug use
• Fatigue or distress

In such cases the individual may be temporarily unable to make safe decisions, staff or volunteers must prioritise:

• Immediate safety of the individual
• Support from the safeguarding and/or medical team

7. Information Sharing

If an adult lacks capacity and is at risk of harm information may be shared without consent where necessary to:

• Protect the individual
• Prevent serious harm

All decisions must be:

• Proportionate
• Recorded appropriately

8. Role of Staff and Volunteers

Staff and volunteers must:

• Treat all adults with dignity and respect
• Not assume lack of capacity based on appearance or behaviour alone
• Seek guidance when unsure
• Report concerns promptly

9. Recording

Any concerns relating to:

• Capacity
• Consent
• Best interest decisions

Must be:

• Recorded accurately
• Reported to the Safeguarding Team

Legislation:

• The Children Act (1989 & 2004)
• Working Together to Safeguard Children (2026)
• The Care Act (2014)Safeguarding Vulnerable Groups Act (2006)Mental Capacity Act (2005)
• UK GDPR and Data Protection Act (2018)

Reporting and Monitoring Procedures

• If any Wildfires Festival staff member or volunteers has a concern or awareness of any issue relating to the safety, care and welfare of a child, young person or adult who may be or is attending the event, it is their duty to inform Control via the communication method discussed at team briefing as soon as possible, or the safeguarding officer in the venue. This also includes the paramedics on site.
• All instances of suspected abuse or neglect must be reported to Control immediately. If significant harm has occurred, is imminent or severe, the Safeguarding Team Lead will contact the appropriate external authority (i.e. Police, Health and/or Local Authority) immediately.
• All information shared with and received in confidence by the Safeguarding Team Lead, or any member of the team will be recorded in writing on the relevant Safeguarding forms as issued by the Wildfires Festival and in line with the Wildfires Confidentiality Policy. The information recorded will include the date and time of any issue notified, full details of the issue and details of any other individuals who may have knowledge of the concern. The full name and role of the team member will be noted, and the method of communication and details of the actions requested and/or taken will also be recorded.
• Where a Wildfires Festival member of staff or volunteer is suspected of acting inappropriately towards a child, young person, or adult, outside of the guidelines and boundaries of their role, or outside of the Wildfires Festival code of conduct for all staff and volunteers, the Safeguarding Lead should immediately be informed. The Safeguarding Lead alongside the Wildfires Festival Operational Lead will consider the appropriate action to be taken based on the concern and evidence presented. The staff member or volunteer will immediately be suspended from duty as a precautionary action and without prejudice.  Where an allegation relates to a person working or volunteering with children, the Safeguarding Lead will consider whether a referral to the Local Authority Designated Officer (LADO) is required.

Responding to a child, young person, or adult at risk making an allegation of abuse

• Stay calm.
• Listen carefully to what is said.
• Do not promise to keep secrets. Explain that information will be shared only with those who need to know in order to safeguard them or others.
• Allow the individual to continue talking at his/her own pace.
• Do not ask questions.
• Tell them what you will do next and with whom the information will be shared.
• Record in writing what was said using the individual’s own words as soon as possible. Also provide detail of their demeanour.  Note the date, time, place, any names mentioned, to whom the information was given and ensure that the record is signed and dated.
• Contact the safeguarding team/lead immediately via Control. 

Lost Person Guidelines

The following steps should be taken if a volunteer or steward is notified of a child, young adult or adult at risk lost on site i.e. the individual is missing on site.

1. Notify Control AND your venue safeguarding lead immediately giving the following details over their radio: name, age, physical description, clothing, where last seen.
2. Take down contact details of Informant / Parent / Carer.
3. Control to notify all radio users of description of missing child [name, age, physical description, clothing, where last seen].
4. Control to notify overall Safeguarding Lead.
5. Informant / Parent / Carer to remain at location with team member and await arrival of Safeguarding Team.
6. Safeguarding Team to confirm details as of point 2.
7. Safeguarding Team will give instructions regarding searching of the immediate area.
8. If necessary, Safeguarding Team will notify the Stewarding/Security/Camping/Carparking Team Leaders to ensure a search site-wide.
9. Immediate contact with Control must be made upon the person being found.
10. Safeguarding Team where appropriate will meet the person and reunite with the parent/guardian/carer.
11. If the missing person is deemed high risk (at immediate risk of significant harm) by the Safeguarding Lead, then all reasonable actions will take place as determined by the Safeguarding Lead as a matter of urgency.
12. The safeguarding lead will consider the use of the shift team WhatsApp group for the circulation of missing person photographs. If this is used, all photographs will be deleted as soon as the person is found. The permission of the parent/carer/informant must be given.
13. The leadership team within safeguarding are very experienced in incident management, risk assessing and safeguarding. To that end, they will determine when the risk held by Wildfires is no longer tolerable and will inform the Police.

Found Person Guidelines

The following steps should be taken if a team member is notified of a child, young adult, or adult at risk found on site i.e. an individual has lost their parent, carer or guardian.

1. Notify Control AND the venue safeguarding lead immediately.
2. Control will notify the Safeguarding Team leader.
3. Safeguarding Team will meet the team member and find the person.
4. Safeguarding Team member will facilitate the reuniting of a found person with parent/carer and will take details of the child and parent.
5. Safeguarding Team Leader will determine whether any safeguarding issues need to be addressed with other agencies.

Low-level concerns

Low-level concerns about staff or volunteer behaviour, including boundary issues or conduct that feels inappropriate but may not meet the threshold for abuse, must be reported to the Safeguarding Lead and will be recorded and reviewed. If necessary, this will be escalated to the Wildfires Operational Lead

Confidentiality

Children, young people, adults at risk and anyone requiring the support of the safeguarding team can have the confidence that any information concerning them will be treated with confidentiality and respect.

The work of the Wildfires Festival safeguarding team is carried out in accordance with the Data Protection Act 2018 and the UK GDPR.

All personal information concerning any individual receiving support from the safeguarding team is confidential. All information shared will be received in confidence and will not be shared outside of the immediate operational Safeguarding Team or Wildfires Festival Operations Leads without the prior and explicit agreement of the Safeguarding Team Lead.

Where possible such confidential information will be shared with consent, and where possible the wishes of those who do not consent to having their information shared will be respected. However, it is acknowledged under the GDPR and Data Protection Act 2018, information may be shared without consent if there is a lawful basis to do so, such as where safety may be at risk to promote the welfare of a child or vulnerable person.

Such confidential information will not be shared with any third or external party without the prior consent of the individual whom it concerns, except in circumstances which may require the immediate safeguarding of an individual from the risk of significant harm or other situation.

All safeguarding records will be managed, stored, and retained appropriately in accordance with legal obligations and data protection requirements.  We will follow the procedures re outlined in the 24/7 data protection policy.

Anti-discrimination and Valuing Diversity

Wildfires Festival is committed to valuing diversity within society, to challenging all forms of discrimination and taking positive action to ensure that staff, volunteers, and users of the service have equal opportunities in participation and access to the event. Wildfires Festival has legal responsibilities not to discriminate on grounds of disability, race, and gender.

However, beyond this legal responsibility, Wildfires Festival will oppose discrimination on the grounds of race, nationality, ethnic origin, class, gender, marital status, sexuality, age, disability, caring responsibilities, political affiliation, or religious belief/faith.

Contact after the Event

Staff and Volunteers are not permitted to maintain contact with a child, young person or adult at risk following the Wildfires Festival.

Wildfires Festival does not take responsibility for any such contact and does not condone it, i.e. phone calls, text messages, letters, e-mails, or visits, as we do not believe that this is good practice.

Please remember that this is not only to ensure the safety and well-being of the child, young person and/or adult at risk but also yourself.

5. SAFER WORKING PRACTICES

This section outlines the expected standards of behaviour for all staff and volunteers to ensure safe, appropriate, and professional interactions with children, young people, and adults at risk.

All staff and volunteers must act in a way that:

• Protects those in their care
• Maintains appropriate boundaries
• Reduces the risk of harm or allegations

General Conduct

All staff and volunteers must:

• Behave in a professional and appropriate manner at all times
• Avoid behaviour that could be misinterpreted
• Maintain clear and appropriate boundaries
• Work in an open and transparent way

One-to-One (1:1) Working

Staff and volunteers should avoid being alone with a child or young person wherever possible.

Where 1:1 interaction is necessary:

• It must take place in a public or visible setting
• Another responsible adult should be aware

Staff and volunteers must not:

• Be alone with a child or young person in a tent, enclosed space, or private area
• Invite a child or young person into their personal accommodation

Physical Contact

Please see the guidance on appropriate/inappropriate physical contact in Section 4.

Communication & Social Media

Staff and volunteers must not:

• Engage in private or personal communication with children or young people
• Exchange personal contact details
• Connect via personal social media accounts
• Send direct messages via platforms such as WhatsApp, Instagram, or Snapchat

All communication must be:

• Appropriate
• Transparent
• Where appropriate, involve a parent, guardian, or group leader

Photography & Video

Staff and volunteers must not:

• Take photos or videos of children or adults at risk using personal devices
• Share images via personal social media or messaging platforms

Only authorised individuals may take photos or videos in line with the Photography & Video Consent Policy which is a separate document.

Individuals have the right to refuse photography, and this must be respected.

Online Behaviour

Staff and volunteers must:

• Conduct themselves online in a way that reflects the values of Wildfires Festival
• Avoid behaviour that could:
  • Bring the organisation into disrepute
  • Blur professional boundaries

Overnight & Accommodation Boundaries

Staff and volunteers must not:

• Enter sleeping areas (e.g. tents) alone where children or young people are present
• Share sleeping accommodation with children or young people

All interactions must be appropriate and accountable.

Favouritism & Boundaries

Staff and volunteers must:

• Treat all individuals equally
• Avoid favouritism or exclusive relationships

Concerns must be reported as low-level concerns.

Responding to Inappropriate Behaviour

If inappropriate behaviour occurs:

• Remain calm
• Set clear boundaries
• Redirect behaviour

Report concerns to:

• Team Leader
• Safeguarding Team

Breaches of Safer Working Practice

Failure to follow these guidelines:

• Will be treated as a safeguarding concern
• May result in removal from role
• May lead to further action

16–17-Year-Old Attendance

Wildfires Festival welcomes young people aged 16–17 to attend the event. However, in order to ensure appropriate safeguarding and supervision, the following conditions apply:

• Young people aged 16–17 may attend the festival during daytime and evening programme hours only.
• They are not permitted to stay overnight on site unless accompanied by a parent, legal guardian, or designated group leader who holds responsibility for their care.
• All 16–17 year olds attending independently must have parental/guardian consent to attend the event.
• Event staff and volunteers do not take responsibility for the supervision of unaccompanied 16–17 year olds outside of programmed activities.

Wildfires Festival reserves the right to refuse entry or require departure if these conditions are not met.

6. RECRUITMENT, TRAINING, CODE OF CONDUCT, ROLE OF SAFEGUARDING LEAD

Safer Recruitment

The organisation will ensure all workers will be appropriately trained, supported, and supervised in accordance with safer recruitment guidelines. This includes:

• There is a person specification for the post.
• Those applying have completed an application form.
• Appropriate DBS checks have been completed in accordance with the role and level of regulated activity.
• Written references have been obtained and followed up where appropriate.
• Safeguarding awareness has been provided to volunteers and workers.
• Those in relevant roles have the appropriate safeguarding training.

Disclosure and Barring Service (DBS) Checks

Wildfires Festival will ensure that appropriate DBS checks are carried out in accordance with UK legislation and guidance.

Roles Requiring DBS Checks

An Enhanced DBS check with Children’s Barred List check will be required for any individual engaged in regulated activity with children, including those who:

• Are responsible for supervising, teaching, caring for, or providing pastoral support to children or young people
• Work in designated children’s or youth programmes
• Provide prayer ministry or support specifically to under 18s
• Have regular, direct, and unsupervised contact with children

Where individuals are working with adults at risk, an Enhanced DBS check with Adults’ Barred List check will be required where their role meets the definition of regulated activity under the Care Act 2014. 

Definitions of regulated activity will be applied in line with current DBS guidance.

Other Roles

Some roles may not meet the legal threshold for regulated activity but may still involve contact with children or adults at risk. In these cases:

• A risk assessment will be carried out to determine whether a DBS check is appropriate
• Other checks may be made outside of the DBS process

Verification and Record Keeping

Wildfires Festival will:

• Ensure DBS checks are obtained prior to the event
• Verify the identity of individuals undergoing checks
• Maintain a record that appropriate checks have been completed (in line with data protection requirements)

Overseas Applicants

Where staff or volunteers have lived outside the UK or come from outside the UK:

• Additional checks (e.g. overseas police checks or references) may be required where appropriate

Ongoing Responsibility

A DBS check is only one part of safeguarding. Wildfires Festival will ensure:

• Appropriate supervision and oversight
• Clear safeguarding expectations
• A culture of accountability and reporting.

Where an individual is removed from regulated activity due to safeguarding concerns, or would have been removed had they not left, Wildfires Festival will fulfil its legal duty to refer the matter to the Disclosure and Barring Service (DBS).

Code of Conduct

All staff and volunteers are expected to adhere to the Wildfires Code of Conduct which is a separate document.

The Safeguarding Lead

The Safeguarding Lead is responsible for acting as a source of advice on safeguarding matters, for co­ordinating relevant action across the Wildfires Festival organisation and for liaising with health, social care services and other agencies about instances or suspected concerns relating to significant harm and/or abuse. In the course of the Safeguarding Lead role and responsibilities, the Lead may:

• Establish contact and liaise with social care, health and/or the Police in appropriate circumstances or situations.
• Provide advice and/or information on any issues of safeguarding, or any concern relating to the care of children, young people and/or adults at risk.
• Ensure that appropriate information is available at the time of referral to external services and that information is confirmed in writing within 24 hours of the referral being required.
• Ensure that Wildfires Festival Operational staff and/or any other relevant stakeholders are informed of actions taken and/or any further action required.
• Support Wildfires Festival staff, volunteers, and participants to manage the effects of any concern and/or incident should it occur.
• Be the Single Point of Contact (SPOC) for any agency after the event in respect of safeguarding matters.

The Safeguarding Team is contactable via Wildfires Festival Event Control 24/7 throughout the duration of the event. The Safeguarding Lead is contactable throughout the event and outside of event times.

Contractor & Partner Responsibilities

Wildfires Festival works in partnership with a number of organisations, contractors, and external providers. All such parties share responsibility for maintaining a safe environment.

Requirements

All contractors, partner organisations, and third-party providers must:

• Comply with the Wildfires Festival Safeguarding Policy OR demonstrate that they have equivalent safeguarding policies and procedures in place
• Ensure that all staff and volunteers:
  • Are appropriately recruited
  • Have received relevant safeguarding training
  • Understand their safeguarding responsibilities
• Ensure that any roles involving work with children or adults at risk:
  • Meet safer recruitment standards
  • Have appropriate DBS checks in place where required

Accountability

• All contractors and partners remain responsible for the conduct of their staff and volunteers
• Wildfires Festival reserves the right to:
  • Request evidence of safeguarding arrangements
  • Refuse or remove any individual or organisation that does not meet safeguarding standards

Working with the Safeguarding Team

All contractors and partners must:

• Follow Wildfires Festival reporting procedures
• Report any safeguarding concerns immediately to:
  • Event Control
  • Safeguarding Team

Failure to Comply

Failure to meet safeguarding requirements may result in:

• Removal from site
• Termination of contract or agreement
• Referral to relevant authorities where appropriate

7. RESPONDING TO ALLEGATIONS OF ABUSE

Under no circumstances should a staff member or volunteer carry out their own investigation of abuse. Initial actions are listed above. The procedures to follow if you have any concerns at all is to:

• Inform your team leader.
• Inform control.
• Inform the safeguarding team.
• Complete the relevant form if appropriate (SG team will advise). See Appendix 1.

The safeguarding team will then assess the information in relation to the threat, risk and harm posed and gain more information if needed. The safeguarding lead or deputy will then use their professional judgement to determine the course of action needed and set out the actions to be taken. These will all be recorded appropriately. Such actions may include referring to statutory agencies.

If the concern is around the safeguarding lead, then the matter should be reported to the safeguarding deputy or the event manager.

I have a concern about a child, young person or adult at risk that I have raised, and I don’t think it has been considered, what do I do?

It is the right of any member of the public to make direct referrals to Children’s Services, Adult Services and/or the Police if they have a concern about a child, young person, or adult at risk. Contact numbers for local services within the Wildfires Festival geographical area are provided below. However, staff members and volunteers are encouraged to follow the processes as defined within the Wildfires Festival Safeguarding Policy.

If a staff member or volunteer feels that the Wildfires Festival Safeguarding Lead has not responded appropriately to his or her concerns, they are asked to initially discuss this with a member of the Wildfires Festival Operational team who will discuss it with the Safeguarding Lead or Deputy, the concerns of the individual. This will be with a view to resolving the concern and ensuring that appropriate and timely action is taken to follow up on the concern raised during the event.

Whistleblowing policy

Wildfires Festival promotes a culture of openness and accountability. Staff and volunteers are encouraged to raise concerns about poor practice, unsafe behaviour, or safeguarding issues.

Concerns should be reported through the usual safeguarding procedures. If individuals feel unable to report concerns internally, or believe they have not been addressed appropriately, they may use external reporting routes.

Full details are provided in the Whistleblowing Policy.

Police

If it is believed that any child, young person or adult at risk is at immediate risk of significant harm, please dial 999. For situations which are not an emergency and where there is a concern that is not believed to be an immediate risk, please dial the Police on 101.

Health Matters

There is a medical team on site who should be contacted in the first instance, as they are fully qualified paramedics.

8. POST-EVENT SAFEGUARDING REVIEW & LEARNING

Wildfires Festival is committed to continuous improvement in safeguarding practice. Following each event, a review will be undertaken to ensure that safeguarding arrangements remain effective and that any learning is identified and implemented.

1. Review of Safeguarding Incidents

Following the event, the Safeguarding Lead will ensure that:

• All safeguarding incidents, concerns, and low-level concerns are reviewed
• Any patterns or recurring issues are identified
• The effectiveness of responses and decision-making is considered

2. Staff and Volunteer Feedback

Feedback will be sought from:

• Safeguarding Team members
• Staff and volunteers
• Key team leaders

This may include:

• What worked well
• Any challenges experienced
• Areas where further guidance or training is needed

3. Multi-Agency Follow-Up

Where appropriate:

• Liaison will continue with external agencies (e.g. Police, Social Care)
• Any ongoing safeguarding concerns will be followed up in line with statutory guidance

4. Policy and Procedure Review

Following the review:

• This safeguarding policy will be evaluated and updated where necessary
• Procedures will be amended to reflect learning from the event
• Any changes in legislation or best practice will be incorporated

5. Record Retention

Safeguarding records will be:

• Retained securely where required for legal, safeguarding, or insurance purposes
• Reviewed to determine appropriate retention periods
• Managed in accordance with UK GDPR and the Data Protection Act 2018
• Aligned to the 24/7 Data Protection Policy, and the 24/7 Prayer Data Retention Policy and Schedule.

6. Reporting and Accountability

A summary of safeguarding activity may be:

• Reported to the event leadership team
• Shared with trustees or governing bodies where appropriate

This ensures accountability and supports ongoing safeguarding development.

9.  ASSOCIATED POLICIES AND DOCUMENTS

• Code of Conduct
• Prayer policy
• Photography and Video Consent policy
• Whistleblowing policy

West Sussex Social Care

Adult Social Care: 01243 642121

Children’s Social Care emergency duty officer number: 0330 222 6664

WSChildrenServices@westsussex.gov.uk

Children’s Social Care: 01403 229900

Multi Agency Safe Local Authority Designated Officer (LADO): LADO@westsussex.gov.uk

Phone: 033 022 26450

Safeguarding Hub, 4th Floor, County Hall North (Parkside), Chart Way, Horsham, West Sussex, RH12 1XH

This policy was adopted by:

Wildfires Festival – Steve Morris, Event Director

Wildfires Festival – Clare McKnight, Safeguarding Lead

24–7 Prayer International – Keith Grafham, CEO

Date: 04/06/2026

To be reviewed: 1 year

Signed: C McKnight, Steve Morris, and Keith Grafham

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