Our commitment
The welfare of children and vulnerable adults comes first. Everyone involved in the BCA Europe Convention 2027, whether organiser, volunteer, performer, vendor or guest, shares the responsibility to keep them safe. This policy is adopted by BCDA-UK as host, and applies to all convention activities: on the estate, on shuttles and tours, and online.
Who this policy protects
- Children: anyone under 18, including guests, volunteers and performers.
- Vulnerable adults: any adult who, because of illness, disability, age or circumstances, may be unable to protect themselves from harm.
Our safeguarding lead
A named safeguarding lead is to be appointed by the Convention Preparation Committee, with a deputy. Their names will be published here and shared with all volunteers before the convention. During the weekend, the safeguarding lead or their deputy will be on site and reachable at all times through the welcome desk.
Until the lead is appointed, safeguarding concerns go to safeguarding@bcaeurope.org, which is read by the convention co-chairs.
Safer recruitment
- Every adult who works with children in the children’s programme has an enhanced DBS check (or an equivalent check from their country of residence), arranged and paid for by us.
- All volunteers give references, receive a safeguarding briefing before the weekend and agree to the code of conduct.
- Volunteers under 18 need a parent or guardian’s consent and always work alongside adults.
The children’s programme
- Children are signed in and out by a parent or guardian, or another adult named at sign-in.
- There are always at least two checked adults with any group of children, and staffing ratios follow UK guidance for the children’s ages.
- Children are never left alone with one adult out of sight of others.
- Allergies, medical needs and additional needs are recorded at sign-in and shared only with the people who need to know.
- Outside programme sessions, parents and guardians are responsible for their children.
Photographs and online safety
- We do not publish photographs of children without a parent or guardian’s consent, and we never publish children’s names alongside their photographs.
- Our forms never ask for children’s names.
- Volunteers must not contact children privately by phone, message or social media.
Recognising and responding to concerns
Harm can be physical, emotional, sexual, financial or through neglect, and it can come from anyone. If a child or vulnerable adult tells you something worrying:
- listen calmly and take them seriously;
- don’t promise to keep it secret; explain that you’ll need to tell someone who can help;
- don’t ask leading questions or investigate yourself;
- write down what was said, in their words, as soon as you can;
- report it to the safeguarding lead straight away.
How to report a concern
- If someone is in immediate danger, call 999 (UK) or 112 first.
- During the convention: tell the welcome desk and ask for the safeguarding lead, or tell any steward.
- At any time: email safeguarding@bcaeurope.org.
- You can also contact the local authority’s children’s services or adult social care in West Berkshire, or the NSPCC helpline.
All concerns are treated confidentially and shared only with those who need to know to keep someone safe, including the police or social services where required.
Allegations against volunteers or organisers
Any concern about the behaviour of a volunteer or organiser is reported to the safeguarding lead (or, if it concerns the lead, to the co-chairs). The person concerned may be stood down while the concern is looked into, and we will follow the advice of the local authority.
Records
Safeguarding records are kept securely, separately from other convention data, and only for as long as the law and guidance require.
Review
This policy will be reviewed by the steering group before passes go on sale, and again after the convention.