Events should be safe and welcoming for everyone, including children and individuals with conditions that may not be immediately visible. If you are responsible for event planning or security, it is essential to consider protecting vulnerable groups at events and ensure that your team can support vulnerable attendees with awareness, professionalism, and empathy.
This guide shares best practices for working with children, people with autism, Tourette’s syndrome, and others with non-visible conditions.
Who Counts as a Vulnerable Person?
Vulnerable attendees at events may include:
- Children and teenagers
- People with learning disabilities
- Individuals with autism or Asperger’s
- People with Tourette’s syndrome
- Attendees with sensory processing difficulties
- Anyone accompanied by a carer or support worker
Many of these conditions may not be obvious. That’s why staff must be trained to spot signs and respond sensitively.
Legal Responsibilities for Organisers
Under the Equality Act 2010, event organisers and their staff have a duty of care to all attendees. This includes making reasonable adjustments for people with disabilities, including those with non-visible conditions.
SIA-licensed security staff must also adhere to legal obligations when interacting with the public, particularly when dealing with vulnerable individuals.
Best Practices for Protecting Vulnerable Groups at Events
1. Pre-Event Briefings
Prepare your team by covering:
- How to recognise signs of anxiety, sensory overload, or autism
- How to communicate clearly and calmly
- What role carers and support workers play
2. Enhanced Vetting for Key Roles
Staff in direct contact with children or vulnerable attendees may need Disclosure and Barring Service (DBS) checks, especially those in:
- Family areas
- Lost child points
- Youth-focused zones
3. Assign Staff with the Right Traits
Choose team members who are calm, patient, and compassionate. These individuals are ideal for high-sensitivity zones or positions that require empathy and good communication.
4. Clear Support Signage
Improve accessibility by:
- Clearly marking quiet zones, help points, and accessible toilets
- Ensuring your team knows where to direct people in distress
5. Communication Techniques
Train security staff to:
- Use plain, simple language
- Speak slowly and avoid sudden movements
- Allow more time for responses
- Stay calm if someone appears confused or overwhelmed
6. Understand Common Triggers
Avoid actions that may escalate distress, such as:
- Shouting or giving fast instructions
- Physical contact
- Sirens, loud music, or flashing lights
Instead, staff should help move the person to a quieter area or offer reassurance if needed.
Responding to Incidents Involving Vulnerable Attendees
If something goes wrong:
- Stay calm and de-escalate the situation
- Ask basic, clear questions to understand what’s happening
- Involve the carer or support worker when available
- Avoid physical contact unless absolutely necessary
- Never assume someone is being difficult — they may be experiencing sensory overload or anxiety
Working with Support Workers and Carers
Carers often know exactly how to calm or assist the person they’re supporting. Security staff should:
- Avoid separating vulnerable attendees from their carers
- Speak to the carer first in a difficult situation
- Look for ID cards or guidance notes if communication is difficult
Planning for Children and Young People
1. Lost Child Procedures
Have a system in place that includes:
- A clearly marked lost child point
- Staff trained to comfort children
- A safe way to reunite them with their parents or guardians
2. Family Zones
If your event includes family areas:
- Keep them well-lit and clearly signed
- Assign vetted, friendly staff
- Watch for crowding, distress, or unattended children
3. Optional ID for Children
Offer secure wristbands or ID tags that allow guardians to write their contact details. Please inform parents that these are optional and used solely for safety purposes.
Staff Training and Awareness
Train your security team on:
- How to recognise and respond to autism, anxiety, and communication challenges
- How to deal with incidents calmly and legally
- Safeguarding responsibilities under UK law
Numerous short, accessible training courses are available that make a significant difference to public-facing staff.
Creating a More Inclusive Event
Making your event more inclusive doesn’t just benefit vulnerable attendees — it improves the overall atmosphere for everyone.
By planning carefully and training your team:
- You reduce the chance of misunderstandings
- You prevent small problems from escalating
- You help all guests feel respected and welcome
Summary
Protecting vulnerable groups at events means being proactive, not reactive. It’s about planning, training, and building a team that treats everyone with dignity and respect.
By following these best practices, event organisers and security professionals can create a safer, more inclusive experience for all while staying compliant with UK equality and safeguarding laws.
