Tips to Keep the Kids Safe

A written set of rules and procedures, as well as a formal contingency plan in case of emergency, can quickly show if you have any gaps in your planning. Make sure you consider the following:

•  Require written applications and do background checks for all staff and volunteers.
•  Determine the appropriate ratio of adults to children, depending on ages of the kids and the activities planned.
•  Check with local law enforcement if there have been any previous issues at conventions where children were in attendance.
•  Have visible security at all entrances and exits and clear instructions about who can be admitted to what spaces.
•  Consider additional security for outside the venue and to patrol hallways.
•  Work with the venue to establish emergency guidelines and chain of command.
•  Provide name tags or other clear identification to all adult workers, both volunteers and staff. Photo IDs are even better.
•  Also provide identification for all kids-it will help to see who belongs where and identify children in case of emergency.
•  For younger children, code their identification against that of the parent(s) who have permission to take the child.
•  Keep medical permission forms easily accessible, including parent contact information, and food and drug allergies. 
•  Provide a comprehensive schedule of events and activities to parents, and be sure to get special permission for any off-premises events that could be perceived as “dangerous,” such as hiking, rafting, ropes courses, etc. 
•  Set clear guidelines for rules of conduct-who can share guest rooms at a hotel, who can share beds, what spaces are off limits, rules for bathroom visits, if and where adults can be alone with a child, who can drive a child, etc.
•  Have a plan for if a child goes missing during an event-the first point of contact, a code word for the radio, a plan for blocking exits, and so on.
•  Distribute written guidelines and have meetings with adult leaders to cover the rules as well as emergency planning, such as locations of nearest exits, how to contact EMT staff, first contact in case of emergency, evacuation procedures, shortest routes to the hospital, and so on.
•  Provide a master list of cell phone numbers for all key personnel, and have a plan for how to contact all parents as efficiently as possible in event of emergency.
•  Talk with your insurance agent to be sure both the event and the staff have proper coverage.