CarFest Safeguarding Policy

CarFest is a family-oriented festival that attracts a large number of families and young people, with entertainment and activities catering to all age groups. Some content is specifically produced for children. We are committed to safeguarding the welfare of all children and vulnerable adults attending the festival.

This policy outlines our approach to safeguarding, including responsibilities, procedures, and contact details. It applies to all Contractors, Exhibitors, Content Providers, Car Groups and Event Staff working on site.

Our Commitment

CarFest recognises its responsibilities under:

We commit to:

  • Promoting a safe environment for all.

  • Ensuring children and vulnerable adults are protected from abuse and neglect.

  • Responding promptly and appropriately to safeguarding concerns.

What is safeguarding?

Safeguarding means protecting children and vulnerable adults from abuse, neglect, and exploitation.

  • A child is anyone under the age of 18.

  • A vulnerable adult is someone aged 18 or over who, due to age, illness, mental health, disability, or other circumstances, may be unable to protect themselves from harm.

Responsibilities

Safeguarding is everyone’s responsibility.

All Contractors, Exhibitors, Content Providers, and Staff must:

  • Be aware of potential safeguarding risks within their own activities and plan accordingly.

  • Comply with this policy and relevant safeguarding legislation.

If your activity involves working directly with children or young people, you must:

  • Provide a current DBS certificate (with children/vulnerable adult barred list check if appropriate) for at least one on-site team member. A standard or basic DBS check is acceptable, enhanced is preferable. All DBS checks must have been carried out within 12-months of the event date.

  • Ensure this individual supervises all related activities.

  • If the activity may involve unsupervised contact with children, the individual must be identified in advance, and their DBS certificate shared with the CarFest team.

Preventative Measures

All teams working with or around children should follow these minimum standards:

  • Avoid being alone with a child or vulnerable adult.

  • Never initiate inappropriate physical contact.

  • Only take photographs/videos with consent.

  • Avoid sharing personal contact details with children or vulnerable adults.

  • Report any concerns immediately.

CarFest strongly recommends all relevant staff complete basic safeguarding awareness training before the event.

Responding to Safeguarding Concerns

If you encounter a safeguarding concern:

  1. Engage appropriately with the individual – you may be the first trusted adult they confide in.

  2. Record the incident and notify your supervisor or Event Control (via radio channel 1).

  3. Contact the Safeguarding Team:

    • Ask any Event Organiser or Security personnel to radio the Safeguarding Team.

    • Alternatively, use the contact information below.

Information to record:

  • Time and date

  • Nature of concern

  • What was seen/heard

  • Who was involved

  • Location (ideally via What3Words)

  • Witnesses

  • Immediate actions taken

  • Who was informed

You may be asked to speak to the police or provide a written statement. This is normal and helps ensure safety.

Safeguarding Team - onsite contacts

Designated Safeguarding Leads:

If urgent and you cannot reach the Designated Safeguarding Leads, contact Event Control on 0203 728 6433 or ask any Security/Event Organiser to radio the Safeguarding Team.

The Safeguarding Team is available at all times during event hours, and overnight on Friday, Saturday, and Sunday.

CarFest encourages young attendees to speak up if they feel unsafe. Signage and trained staff will be available throughout the site to help guide children to a safe adult or space to report concerns.

Safeguarding Scenarios

Use these scenarios in team briefings to develop safeguarding awareness and readiness:

Scenario one: A father reports that his 14-year-old daughter was sexually assaulted in the main stage crowd.

  • What do you do immediately?

  • Who do you contact?

  • What key details must be recorded?

  • How do you ensure her safety and privacy?

  • What support do you offer the family?

Scenario two: A 10-year-old boy approaches you and says he’s lost his family.

  • What do you do?

  • Who do you contact?

  • How do you reassure him and ensure he’s safe?

  • What information must be logged?

  • How do you manage a reunion with his family safely?

If you’re unsure – report it. It's better to over-report than to miss a concern.