Safeguarding Policy

The Bedford Tabletop Expo is committed to providing a safe and inclusive environment for all attendees, volunteers, staff, and participants, including children and vulnerable adults. This Safeguarding Policy sets out the principles, responsibilities, and procedures to protect the welfare of all individuals involved in the event.

1. Purpose

To ensure the safety, well-being, and protection of children and vulnerable adults during the Expo.
To establish clear guidelines for staff, volunteers, and Hosts regarding safeguarding responsibilities.
To provide a framework for responding to concerns or incidents in a timely and appropriate manner.

2. Scope

This policy applies to all Bedford Tabletop Expo events, including public and private sessions.
It covers all individuals under 18 years of age and any adult identified as a vulnerable person.
All staff, volunteers, and Hosts are expected to comply with this policy.

3. Principles

Everyone has the right to be safe, respected, and protected from abuse.
Safeguarding is everyone’s responsibility.
All concerns must be taken seriously and addressed appropriately.
Confidentiality will be maintained, but safety overrides privacy where risk is present.

4. Roles & Responsibilities

4.1 Event Manager

Overall responsibility for safeguarding compliance.
Point of contact for serious concerns and incidents.

4.2 Volunteer Coordinator

Ensure all volunteers are aware of safeguarding policies.
Provide guidance for reporting concerns.

4.3 Hosts & Staff

Maintain vigilance during activities.
Report any concerns or unusual behaviour immediately.
Avoid situations where they are alone with a child or vulnerable adult without supervision.

4.4 Volunteers

Support supervision and report any safeguarding concerns.
Follow the guidance of Event staff at all times.

5. Reporting Procedures

Immediate Risk: If a child or vulnerable adult is in immediate danger, call emergency services first.
Report: Notify the Event Manager or Volunteer Coordinator immediately.
Record: Complete an Incident Report Form with factual details.
Follow-Up: Event Manager ensures appropriate action is taken, including contacting relevant authorities if required.

6. Code of Conduct for Working with Children & Vulnerable Adults

Never engage in inappropriate or overly familiar behaviour.
Do not photograph, record, or share images of minors without parental consent.
Ensure activities are age-appropriate and safe.
Always have more than one adult present when supervising children or vulnerable adults.

7. Training & Awareness

All volunteers and staff will receive briefing on safeguarding principles.

8. Confidentiality

Information regarding safeguarding concerns should only be shared with those who need to know to take action.
Records will be kept securely and used only for safeguarding purposes.