Safeguarding Policy

Safeguarding Vulnerable Users Policy & Procedures

Eversden Village Hall is run by its management committee and volunteers.  It currently has no employees.

All Eversden Village Hall management committee and volunteers have a duty to safeguard vulnerable users of the Hall and its premises and those who may come into contact with vulnerable users.

They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a vulnerable person or concerns relating to discriminatory or financial violation or exploitation of a vulnerable person.

This policy is in place to protect all vulnerable persons regardless of gender, ethnicity, disability, sexuality, religion or faith.

Vulnerable users could include:

  • children
  • young people
  • adults with learning difficulties or physical disability
  • frail, elderly people
  • carers


The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone.  All children and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect.  Bullying, shouting, physical violence, sexism and racism towards children or vulnerable adults will not be permitted or tolerated.  Eversden Village Hall is an inclusive community venue for the benefit of all Eversden residents.

Policy Statement

  1. No member of the committee, helpers or other volunteers will have unsupervised access to children or vulnerable adults unless they have been appropriately vetted and trained.
  2. All suspicions or allegations of abuse against a child will be taken seriously and dealt with speedily and appropriately.
  3. All committee members and volunteers will be made aware of this policy and child protection and vulnerable adult issues.
  4. A committee member will be nominated to be responsible for vulnerable persons matters to which any suspicions or concerns should be reported.
  5. The management committee will endeavour to keep the premises safe for use by children and vulnerable adults.  The committee recognise that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled children and adults.
  6. Any organisations or individuals hiring the Hall or meeting room for the purposes of holding activities where Ofsted registration is required should show their registration and their own Child Protection Policy.  Safe recruitment processes should be used to appoint staff who will be working with children or vulnerable adults in any kind of activity.
  7. The management committee will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18.   The Trustees will ensure that hirers are aware that no children may be admitted to films when they are below the age classification for the film or show.  No gambling or entertainment of an adult or sexual nature shall be permitted on the premises.
  8. These policies and procedures will be reviewed annually and updated as appropriate in the interim period.

The management committee are not present during private hirings and therefore it is the responsibility of the hirer to ensure this policy is upheld and the committee are informed when required.


  1. All committee members and volunteers will be given information about child protection and will be encouraged to attend appropriate Child Protection and Protection of Vulnerable Adults training where possible.
  2. An annual review will take place following the AGM to allow for any required update of policies and or procedures.  New Trustees and volunteers must be given an induction to this policy and understand their responsibilities.
  3. A copy of the policy will be available for the attention of all in the Village Hall, on the Village Hall website and will be made available on request to hirers.
  4. Organisations hiring the Hall for activities for unsupervised children will be asked to show their Child Protection Policy before the first booking commences.  Individuals hiring the Hall for activities for children will be made aware of this policy.  Organisations hiring the hall for activities specifically involving vulnerable adults will be asked to show their Vulnerable Adults Protection Policy before the first booking commences.  Other organisations or individuals hiring the Hall whose activities may involve vulnerable adults will be made aware of this policy.
  5. The management committee will require hirers to report any damage, breakages or safety issues needing attention to the bookings secretary (Tel. 01223 263600), who will inform the appropriate people.  These will be dealt with as soon as practicable, in the light of the circumstances, with provision to prevent access by children and vulnerable adults pending repair where appropriate.
  6. A hiring agreement which includes appropriate clauses will be entered into for all hirings for licensable activities.  The management committee will ensure these provisions are observed when holding licensable activities themselves.
  7. Contractors engaged to carry out work at the premises must not be allowed unsupervised access to children or vulnerable adults.  Appropriate supervision will be arranged if necessary.
  8. If the premises might be used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets.