Lost/Found Children & Vulnerable Persons Policy

Event: Balam Pichkari

Organizer: Yellow Sapphire Events

Date: 16 March 2025

Venue: JFS School, The Mall, Harrow HA3 9TE

 

1. Objectives

 

To ensure the safety and well-being of children and vulnerable persons attending the event.

 

To provide clear procedures for reporting and handling lost or found individuals.

 

To minimize risks and respond effectively to incidents.

 

2. Definitions

 

• Child: Any person under the age of 18.

 

• Vulnerable Person: An individual who may require special assistance due to age, disability, medical condition, or other factors.

 

3. Prevention Measures

 

• Identification Wristbands: Provide wristbands for children and vulnerable persons with their guardian’s contact details.

 

• Designated Meeting Points: Establish clearly marked meeting points for lost individuals.

 

• Staff Training: Ensure all event staff and volunteers are trained to handle lost/found incidents.

 

• Signage: Display clear signs with instructions for reporting lost or found individuals.

 

4. Reporting a Lost Child or Vulnerable Person If a guardian realizes a child or vulnerable person is missing:

 

• Notify Event Staff Immediately:

 

• Provide a detailed description (name, age, clothing, distinguishing features).

 

• Share a recent photo if available.

 

• Search the Immediate Area:

 

• Staff will initiate a search of the venue, including restrooms, play areas, and exits.

 

Contact Authorities:

 

• If the individual is not found within 15 minutes, event staff will contact local police and provide all necessary details.

 

5. Handling a Found Child or Vulnerable Person If a lost child or vulnerable person is found:

 

Ensure Their Safety:

 

• Bring them to the designated meeting point or event staff office.

 

Comfort and Reassure:

 

• Keep them calm and reassure them that help is available.

 

• Gather Information:

 

• Ask for their name, guardian’s name, and contact details.

 

Notify Event Staff:

 

• Event staff will announce the found individual over the PA system (without disclosing sensitive details).

 

Contact Authorities if Necessary:

 

• If the guardian cannot be located within 30 minutes, contact local police.

 

6. Communication Protocol

 

• Internal Communication:

 

• Use radios or a dedicated communication channel for staff to coordinate during a lost/found incident.

 

• External Communication:

 

• Avoid sharing sensitive information on social media or public announcements.

 

• Only authorised staff may communicate with the media or police.

 

7. Reunification Process

 

Verification:

 

• Verify the identity of the guardian before reuniting them with the child or vulnerable person.

 

• Ask for identification and cross-check with registration details.

 

Documentation:

 

• Record the incident in the event log, including the time, location, and resolution.

 

8. Emergency Contacts

 

Event Staff Hotline: 07747798968 or 07703323815

 

Local Police: 101 (non-emergency) or 999 (emergency)

 

 

9. Post-Incident Review

 

After the event, review any lost/found incidents to identify areas for improvement.

 

Update the policy as needed for future events.

 

10. Responsibilities

 

Event Organizer: (Yellow Sapphire Events):

• Ensure the policy is implemented and communicated to all staff and volunteers.

 

Staff and Volunteers:

• Follow the policy and report incidents immediately.

 

Guardians:

• Supervise children and vulnerable persons at all times