Vulnerable Adults Protection

Auckley Show: Safeguarding Vulnerable Adults Policy

Organization: The Auckley Show Committee
Date Reviewed: 21 May 2026 (pjr)
Next Review: Post-Event 2026
Related Documents: Child Protection Policy, Lost & Found Procedure, Health & Safety Plan

1. POLICY STATEMENT

"We in the Auckley Show Committee are committed to practices that protect vulnerable adults from harm, neglect, and exploitation. Staff and volunteers recognise and accept our responsibilities to develop awareness of the issues that may cause vulnerable adults harm."

The Committee is dedicated to safeguarding the welfare of all vulnerable adults participating in or attending the Auckley Show. We operate under the principle that the individual's safety and dignity are paramount.

1.1 Definition of a Vulnerable Adult

For the purposes of this policy, a vulnerable adult is defined as any person aged 18 or over who:

• Has a learning or physical disability.

• Has a sensory impairment (visual or hearing).

• Has a mental health condition or cognitive impairment (e.g., dementia, autism, acquired brain injury).

• Is elderly and frail.

• Is temporarily incapacitated due to injury, illness, or intoxication.

• Is unable to protect themselves from harm, exploitation, or neglect.

2. COMMITMENT TO SAFEGUARDING

We will endeavour to safeguard vulnerable adults by:

• Adopting Robust Guidelines: Implementing a strict Code of Behaviour for all staff and volunteers regarding interactions with vulnerable adults.

• Induction: Making all new staff and volunteers fully aware of our procedures and policies before commencing duties.

• Designated Officers: Appointing at least two designated people (aligned with the Child Protection team) to whom concerns can be reported.

• Information Sharing: Sharing concerns with relevant agencies (e.g., Adult Social Services, Police) while involving the individual and their carers appropriately, unless doing so would increase risk.

• Continuous Improvement: Reviewing this policy and our good practices at regular intervals, particularly after any incident.

3. CODE OF BEHAVIOUR FOR STAFF AND VOLUNTEERS

All staff and volunteers must adhere to the following guidelines. Failure to comply may result in removal from the event and further disciplinary action.

PROHIBITED ACTIONS (You Must NOT)

1. Isolation

• Do not spend excessive amounts of time alone with a vulnerable adult away from others.

• Avoid one-to-one interactions in private areas. If privacy is absolutely necessary (e.g., medical emergency), another staff member must be aware of the interaction and nearby.

2. Physical Contact

• Do not make unnecessary physical contact with vulnerable adults.

• Exception: Contact may be unavoidable to provide comfort in distress or physical support (e.g., guiding someone with mobility issues). In such cases, contact must be:

  • Open and transparent.

  • Given with the explicit consent of the individual (unless they lack capacity and it is in their best interest).

  • Proportionate to the need.

3. Transport

• Do not transport a vulnerable adult alone in a car, regardless of journey length.

• Exception: If unavoidable (e.g., medical emergency), this must be done with the full knowledge and consent of the Event Person in Charge and, where possible, a witness.

4. External Meetings

• Do not meet vulnerable adults outside of organized event activities unless with the knowledge and consent of their carers/guardians and the Event Organiser.

5. Investigations

• Do not investigate allegations or question individuals after a concern is raised.

• Your role is to record the facts and report them immediately to a Designated Person. Investigation is the sole responsibility of the authorities.

6. Inappropriate Conduct

• Never, even in jest:

  • Initiate or engage in sexually provocative conversations or activities.

  • Allow inappropriate language to go unchallenged.

  • Perform personal tasks for adults that they can do themselves (unless assisting with a specific disability need).

  • Trivialize or exaggerate abuse issues.

  • Fail to report an allegation made by a vulnerable adult.

  • Promise confidentiality to an individual regarding a disclosure (explain that some information must be shared with authorities to keep them safe).

7. Discrimination and Favouritism

• Do not show favouritism to any specific individual.

• Never treat a vulnerable adult with less dignity or respect than any other attendee.

• Never issue or threaten physical punishment or restraint (except in immediate life-threatening self-harm situations where authorized by senior command).

REQUIRED ACTIONS (You MUST)

8. Privacy and Reporting

• Respect the rights and privacy of vulnerable adults.

• Encourage individuals and carers to feel comfortable reporting attitudes or behaviour they find unacceptable.

• Act with discretion regarding personal relationships.

• Ensure personal relationships do not compromise your role.

9. Awareness

• Familiarize yourself with reporting procedures and the contact details of the Designated Persons.

• Be alert to signs of abuse, neglect, or exploitation (e.g., unexplained injuries, sudden behavioural changes, fear of specific individuals).

10. Unwanted Attention

• If you are the subject of inappropriate affection or attention from a vulnerable adult, immediately make others aware of the situation to ensure transparency and safety.

11. Reporting Concerns

• If you have concerns regarding a vulnerable adult's welfare (whether due to another staff member's behaviour, a third party, or a direct disclosure), you must report this immediately to a Designated Person.

4. DESIGNATED SAFEGUARDING OFFICERS

The following Committee members hold full Enhanced DBS clearance and are responsible for receiving and managing safeguarding concerns for both children and vulnerable adults:

Name

Role

DBS Certificate Number

Neil Woodward

Chair / Designated Officer / 001729561160

Phil Raine

Designated Officer / 001717229010

Amanda Tuite

Designated Officer /

Samantha Goode

Designated Officer /

Note: In the absence of the primary Designated Officer, concerns should be directed to the next available officer on this list. In an emergency, contact the Event Manager (Neil Woodward ) or (Howard Hill)

5. LOST AND FOUND PROCEDURES FOR VULNERABLE ADULTS

(Integrated with the general Lost & Found Policy)

Identification: If a vulnerable adult is found wandering or distressed:

1. Do not leave them alone.

2. Escort them to the Information Point (YWP Marquee).

3. Two-Person Rule: Ideally, two staff members (preferably DBS checked) should attend to the individual.

4. Assessment: Gently establish their needs, identity, and who they were with.

5. Reunion:

   • Verify the identity of anyone claiming the individual (Photo ID required).

   • If the individual is reluctant to go with the claimant, do not release them. Escalate to the Event Manager immediately.

   • Complete a Vulnerable Adult Incident Form (see Appendix A).

Missing Vulnerable Adults:

• Treated as a high-priority incident.

• Immediate search of the site, including the river bank and perimeter exits.

• Sanitized PA announcements (no descriptions of the person).

• If not located within 30 minutes, or if exploitation is suspected, Police must be contacted immediately.

6. REVIEW AND ACKNOWLEDGEMENT

This policy is reviewed annually or whenever significant changes occur in legislation (e.g., Martyn's Law implementation) or best practice.

Signed:
Neil Woodward (Event Organiser & Chair of committee)
Date: 21 May 2026

By volunteering for the Auckley Show, all staff and volunteers acknowledge they have read, understood, and agree to abide to this Safeguarding Vulnerable Adults Policy.

Appendix A: Vulnerable Adult Incident Form (Template)

Incident Details

Date/Time Found

Location Found

Name of Individual (If known)

Description Age, Gender, Clothing, Disability/Condition

Staff Member(s) Involved

Actions Taken (e.g., Water given, PA announcement made, Police contacted)

Time Released

Released To (Name)

ID Verified? Yes / No (Type of ID: _______)

Individual's Reaction (Calm / Reluctant / Agitated)

Event Manager Signature