The Phoenix Players are a well-established amateur dramatics group based in Stratford upon Avon, Warwickshire who have been running since 1945. We have performed many plays, pantomimes, and musical shows over the years from whodunits through to farces, comedies, and classic drama, from well-known scripts to those written by our own members.

The purpose of this policy statement is:

• to protect children, young people, and adults at risk (sometimes referred to as vulnerable adults) who participate in Phoenix Players’ activities or performances, including members, volunteers, audience members, and visitors.
• to provide staff and volunteers, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

This policy applies to anyone working on behalf of the Phoenix Players, including the committee, members and volunteers.

Definition of Adults at Risk
For the purpose of this policy, an adult at risk is any person aged 18 or over who has care and support needs and who may be unable to protect themselves from abuse, neglect, or exploitation. This includes, but is not limited to, adults with disabilities, mental health conditions, chronic illness, or temporary vulnerability due to circumstances such as bereavement or crisis.

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation and guidance is available from nspcc.org.uk/childprotection. It is also based on the advice and guidance available from https://www.safeguardingwarwickshire.co.uk/. Phoenix Players recognises its responsibilities under the Care Act 2014 and related guidance, Working Together to Safeguard Adults (2022). We are committed to promoting the wellbeing, independence, and safety of all adults at risk.

It is the responsibility of all Phoenix Players members to adhere to this policy and its guidelines. The effectiveness of this policy and its related procedures will be monitored and developed where necessary by the Committee and its members. The committee and safeguarding lead will review this policy at minimum every two years.

Phoenix Players welcomes individuals of all ages and backgrounds to take part in activities, as audience members, show participants, supporting roles, as visitors or in other capacities. We are committed to creating and maintaining the same protection, and safest possible environment, for people of all ages, genders, sexual orientation or identity, racial heritage, religious beliefs and cultures, health conditions, those with or without disabilities, and from any model of family life.

We believe that:

• nobody should ever experience abuse of any kind
• we have a responsibility to promote the welfare of all, to keep them safe and to practice in a way that protects them.

We recognise that:

• the welfare of children and those who may be vulnerable is paramount in all the work we do and in all the decisions we take
• working in partnership with children, young people, vulnerable adults, their parents, carers and other agencies is essential in promoting young people’s welfare
• all children, 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
• some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

We will seek to keep children, young people and vulnerable adults safe by:

• Valuing, listening to, and respecting everyone who takes part in Phoenix Players.
• Appointing a Safeguarding Lead to look out for the wellbeing of all members, volunteers, and participants.
• Following clear and caring safeguarding practices that put people first.
• Giving members and volunteers the guidance, support, and training they need to feel confident in keeping others safe.
• Welcoming new members responsibly, with the right checks in place to protect everyone.
• Handling personal information with care, sensitivity, and respect for privacy.
• Sharing advice and information openly so everyone understands how to stay safe and support one another.
• Making sure everyone knows who to speak to if they have a worry or concern.
• Responding to any concerns quickly, fairly, and with compassion for everyone involved.
• Creating an environment free from bullying, harassment, or discrimination.
• Ensuring our rehearsal and performance spaces are safe, welcoming, and accessible to all.
• Building a culture of kindness, respect, and openness where everyone feels valued and able to speak up.

If you are concerned about the welfare or safety of anyone involved with Phoenix Players – including a child, young person, or adult at risk – or believe they may be experiencing or be at risk of abuse, neglect, or exploitation, inform the Safeguarding Lead (details below) immediately. If the individual is in immediate danger or requires urgent medical attention, call 999 without delay.

The Safeguarding Lead will take appropriate action in line with the organisation’s safeguarding procedures, including making referrals or seeking advice from relevant statutory agencies such as Children’s Social Care, the Warwickshire Safeguarding Adults Board, or Adult Social Care, depending on the nature of the concern.

All concerns will be taken seriously, treated with sensitivity and confidentiality, and acted upon promptly to ensure the safety and wellbeing of everyone participating in Phoenix Players’ activities.

All members, volunteers, and committee representatives of Phoenix Players are expected to follow these principles to ensure a safe, respectful, and supportive environment for everyone – including children, young people, and adults at risk. These guidelines are not exhaustive but provide practical standards of conduct for day-to-day activities, rehearsals, performances, and communications.

1. Communication and Mobile Devices

• Communication with children, young people, or vulnerable adults should always be open, transparent, and professional.
• Wherever possible, use official Phoenix Players communication channels (such as group email lists or messaging groups administered by the committee) rather than personal accounts.
• Direct one-to-one contact (by text, email, social media, or private messaging) between an adult member and a child or vulnerable adult must be avoided.
• Group communications should include at least one additional adult (e.g. a parent, carer, or committee member).
• Personal phone numbers should not be shared unless absolutely necessary and with prior consent from parents/carers.
• Photographs, videos, or recordings taken on mobile devices must comply with the Phoenix Players’ Photography and Media Policy and may only be taken or shared with explicit consent.
• Mobile devices should not be used in changing areas or anywhere privacy is expected.

2. Travel and Transport

• Wherever possible, parents or carers should be responsible for transport arrangements for children or vulnerable adults.
• If lifts are arranged by members:
  • There should be a minimum of two adults present in the vehicle.
  • An adult should never be left alone with a child or vulnerable adult.
  • Journeys should be planned and transparent (e.g. known start and end locations, estimated times).
  • Parents or carers should be informed of travel arrangements in advance.
  • If an unexpected situation arises (e.g. another adult cancels), the journey should only continue with explicit parental consent and the Safeguarding Lead must be notified as soon as possible.

3. Rehearsal and Performance Settings

• Activities should be held in open, observable spaces where possible.
• No adult should be alone in a closed room with a child or vulnerable adult.
• If individual coaching or direction is necessary, ensure that it takes place in an open area or with another adult present.
• Changing facilities should be organised so that adults and children use separate spaces, or if shared, supervision arrangements must prevent unsupervised situations.
• Physical contact (for choreography, costume adjustment, etc.) must always be appropriate, explained, and consented to.

4. Inclusion, Respect, and Behaviour

• Treat everyone with dignity, fairness, and respect, regardless of age, ability, gender identity, sexual orientation, background, or belief.
• Bullying, intimidation, or discrimination of any kind will not be tolerated.
• Report any inappropriate, harmful, or discriminatory behaviour immediately to the Safeguarding Lead.
• Avoid making jokes, comments, or physical gestures that could be misinterpreted or cause discomfort.

5. Social Media and Online Presence

• Members must use social media responsibly and refrain from posting content that could harm Phoenix Players’ reputation or the wellbeing of others.
• Photographs or videos of rehearsals or performances featuring children or adults at risk may only be posted with written consent from parents, carers, or the individuals concerned.
• Do not tag, friend, or message children or vulnerable adults on personal accounts.
• Use official Phoenix Players channels for group communication wherever possible.

6. Alcohol, Drugs, and Conduct at Events

• Members must not be under the influence of alcohol or drugs when working with or supervising children or adults at risk.
• Social events where alcohol is served must ensure clear separation from activities involving young participants.
• Language and behaviour at all times should remain appropriate for a mixed-age environment.

7. Physical Contact and Personal Space

• Only make physical contact when it is necessary and appropriate (e.g. for performance blocking, costume adjustments, or first aid).
• Always explain the reason for contact and seek consent before proceeding.
• Respect personal boundaries – both your own and others’.
• Any unwanted contact or behaviour that makes someone uncomfortable should be reported immediately.

8. Handling Concerns or Disclosures

• If someone discloses a safeguarding concern to you:
  • Listen calmly and take them seriously.
  • Do not promise confidentiality – explain that you may need to share the information to keep them safe.
  • Record what was said as soon as possible, using the person’s own words.
  • Report it immediately to the Safeguarding Lead.
• Never attempt to investigate or resolve the issue yourself.
• If the concern involves the Safeguarding Lead, report it directly to the Chair of the Committee or, if appropriate, to the relevant external agency (e.g. NSPCC or Warwickshire Safeguarding Board).

9. Health, Safety, and Accessibility

• Ensure that rehearsal and performance spaces are safe, well-lit, and accessible.
• Report any hazards, accidents, or incidents to the Committee promptly.
• Support members who may have additional needs, ensuring reasonable adjustments are made where necessary.
• Follow the group’s emergency procedures and fire safety guidance at all times.

10. Professional Boundaries

• Maintain clear professional boundaries with all participants.
• Do not form relationships that could be perceived as exploitative or inappropriate.
• Avoid favouritism or special treatment.
• Always act in a way that upholds trust and the reputation of Phoenix Players.

These principles are designed to ensure that all members of Phoenix Players can enjoy and contribute to a creative, inclusive, and safe environment. Safeguarding is everyone’s responsibility – by following this guidance, we help protect each other and uphold the values of our company.