Charing Guild of Players

Safeguarding Policy

Charing Guild of Players

The Charing Guild of Players is committed to ensuring a safe, welcoming, and supportive environment for everyone involved in our community drama productions, workshops, and events. This policy outlines our commitment to safeguarding children, young people (under 18), and adults at risk.

 Key Policy Information

Organization: Charing Guild of Players (Charing Players)

Website: https://charingplayers.com

Location: Market Place, Charing, Ashford TN27 0LP

Designated Safeguarding Lead:  Roger Bottomley

Last Reviewed Date:  5 September 2026

1. Purpose and Scope

This policy applies to all committee members, directors, stage crew, cast members, volunteers, and participants involved in any activity organized by the Charing Players.

The purpose of this policy is to:

  • Provide protection for children, young people, and adults at risk who participate in our theatrical productions, rehearsals, or social events.

  • Provide clear guidance to all members and volunteers regarding our legal and moral obligations to safeguarding.

  • Ensure a consistent approach to identifying and responding to child protection and safeguarding concerns.

2. Core Principles

The Charing Players believe that:

  • The welfare of children, young people, and vulnerable individuals is paramount in all circumstances.

  • All participants, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, have an equal right to protection from all types of harm or abuse.

  • Working in partnership with children, young people, their parents/carers, and relevant statutory agencies is essential for promoting welfare.

3. Safeguarding Guidelines for Theatre Activities

To maintain a safe environment across acting, set building, costume design, directing, front of house, backstage, props, and technical production:

Rehearsals & Performances

  • Supervision: Children under 18 must be supervised at all times by designated chaperones or parents/guardians during rehearsals and performances.

  • Attendance Records: Register logs must be maintained for all youth participants during theatrical productions.

Dressing Rooms & Changing Facilities

  • Separate dressing areas must be provided for adults and children (under 18).

  • Adults (other than designated DBS-checked chaperones or parents) must not enter children's dressing areas.

  • Filming or photography in dressing rooms and changing spaces is strictly prohibited.

Physical Contact & Direction

  • Physical contact during rehearsals (e.g., stage direction, choreography, fitting costumes, or placing microphones) must be kept strictly to what is necessary for the performance.

  • Physical contact must always take place in open, visible spaces with explicit agreement from the actor/participant.

Photography, Video & Social Media

  • Explicit consent must be obtained from parents or guardians before taking or publishing photographs/videos of children.

  • Personal contact details of young members will never be published on our website or social media channels.

4. Roles & Responsibilities

Designated Safeguarding Lead (DSL)

The designated officer responsible for overseeing safeguarding concerns is Roger Bottomley. Duties include:

  • Receiving and recording reports of safeguarding concerns.

  • Serving as the primary contact point for local statutory authorities (such as Kent Social Services or the Police).

  • Ensuring safeguarding practices are regularly reviewed by the management committee.

Members & Volunteers

All adults participating in Charing Players activities are expected to:

a)     Treat everyone with respect, fairness, and dignity.

b)     Avoid being alone unobserved with a child or vulnerable adult wherever possible.

c)      Immediately report any safety, harm, or abuse concerns to the Designated Safeguarding Lead.

5. Reporting Procedures

If anyone has a concern regarding the safety or well-being of a participant, the following procedure must be followed:

a)    Listen Carefully: If a disclosure is made, listen calmly without pressing for detailed interrogation.

b)    Reassure: Reassure the individual that they were right to speak up and that the matter will be handled responsibly.

c)     Document: Write down what was said as soon as possible, recording facts, dates, times, and exact words used.

d)    Report: Pass the written record immediately to the Designated Safeguarding Lead (Person).

e)    Emergency Action: If a child or adult is in immediate physical danger, contact Emergency Services (999) directly.

6. Confidentiality

Safeguarding matters will be handled with strict confidentiality. Information will only be shared on a need-to-know basis with relevant authorities or committee members to protect the individual concerned.

7. Policy Review

This policy will be reviewed annually by the Charing Guild of Players committee to ensure compliance with relevant UK legislation and guidance.

For further information or to raise a inquiry, please contact us via our website: charingplayers.com.