Large-scale events present unique challenges in ensuring the safety and security of attendees, particularly vulnerable individuals such as children, young people, and adults at risk. Event staff must be trained to recognise signs of distress and respond effectively to missing persons cases. This guide outlines best practices using the ‘Recognise, Respond, Refer, Record’ methodology to ensure a structured and practical approach to safeguarding.
Understanding Vulnerable Individuals at Events
Identifying At-Risk Groups
Event staff should be aware of the key groups most at risk at large gatherings:
- Children and Young People: More likely to become separated from guardians in crowded spaces.
- Vulnerable Adults: Individuals with physical disabilities, cognitive impairments, or mental health conditions.
- Elderly Attendees: May require assistance due to mobility challenges or medical conditions.
- Individuals Under the Influence: Those affected by alcohol or drugs may become disoriented and require intervention.
- Non-Native Speakers: Attendees who do not speak the local language fluently may struggle to seek help when lost.
- Neurodivergent Individuals: Those with autism or other sensory processing challenges may become overwhelmed in crowded, noisy environments.
By proactively monitoring individuals displaying signs of distress, staff can intervene before situations escalate.
The ‘Recognise, Respond, Refer, Record’ Methodology
Recognise: Identifying Potential Issues
Event stewards should be trained to detect signs of vulnerability or distress, including:
- A child appearing lost, anxious, or searching for a guardian.
- An adult seeming confused, distressed, or in need of assistance.
- An individual loitering in restricted areas without a clear purpose.
- Escalating tensions in groups where someone appears to be under duress.
- Unusual behaviour, such as standing alone and avoiding eye contact while visibly nervous.
Recognising the early warning signs of distress allows for proactive intervention, reducing the risk of escalation.
Respond: Taking Immediate Action
Once an at-risk individual has been identified, immediate response measures include:
- Engaging with the Individual: Approach calmly, using reassuring and non-threatening language.
- Assessing the Situation: Ask non-intrusive questions to establish identity and the nature of the issue.
- Providing a Safe Space: Escort them to a designated welfare area if needed.
- Using Event Announcements: If a child is missing, liaise with event control to issue a discreet but effective alert.
- Dealing with Panic and Anxiety: Provide quiet spaces and trained personnel to assist individuals experiencing high stress or sensory overload.
- Offering Water and Seating: Providing basic comforts can help calm distressed individuals before further assistance is provided.
Refer: Escalating the Case Appropriately
Certain cases require escalation to the appropriate authorities:
- Lost Children and Vulnerable Adults: Contact event control and implement safeguarding protocols.
- Medical Emergencies: Alert first aid teams for immediate assistance.
- Suspicious Circumstances: Report concerns about neglect, exploitation, or coercion to on-site safeguarding officers or police.
- Reuniting Families: Only use identification protocols to release children or vulnerable individuals to verified guardians.
- Mental Health Crises: If an individual is experiencing severe distress, event staff should refer them to trained mental health professionals on-site or contact emergency services when necessary.
Record: Documenting the Incident
Accurate records are essential for compliance and accountability. Event stewards should:
- Log time, location, and nature of the incident.
- Record steps taken and individuals involved in the response.
- Note witness statements if applicable.
- Ensure all information remains confidential and follows GDPR compliance standards.
- Maintain an incident tracking system for post-event analysis and training improvements.
Best Practices for Event Organisers
Training and Awareness
- Provide safeguarding training for all event staff, with refresher courses before major events.
- Implement clear procedures for responding to missing persons and vulnerable individuals.
- Establish reporting lines and ensure staff know how to escalate concerns.
- Conduct simulation exercises where stewards practice responding to real-world missing persons scenarios.
Physical Safeguarding Measures
- Designate safe zones and meeting points for lost individuals.
- Ensure clear signage and public announcements outlining steps to follow if someone goes missing.
- Equip staff with radios and a centralised reporting system for swift communication.
- Introduce wristbands or ID tags for children and vulnerable attendees, where appropriate.
- Provide dedicated sensory-friendly zones for individuals who may be overwhelmed by crowds or loud noises.
- Implement barriers and controlled entry points to reduce potential separation risks.
Coordination with External Agencies
- Work closely with local law enforcement, child protection services, and emergency responders.
- Ensure there is a designated safeguarding officer present at the event.
- Conduct joint emergency drills with all stakeholders to reinforce response efficiency.
- Establish clear referral pathways for incidents requiring external intervention.
Safeguarding at Events in Summary
Safeguarding at events requires a proactive, structured approach to protect vulnerable individuals. By implementing the ‘Recognise, Respond, Refer, Record’ methodology and training staff to handle missing persons effectively, event organisers can ensure a safer and more inclusive experience for all attendees. Adopting best practices and collaborating with external agencies further enhances event security, reinforcing the commitment to public safety.
Well-prepared event staff can make a crucial difference in preventing distressing situations from escalating. By continuously improving safeguarding procedures and ensuring that all attendees feel supported, event organisers contribute to creating a safe and welcoming environment for all.
