Performance licences for children

This provides essential information for those applying to become a registered chaperone with Coventry City Council. Please read it carefully before attending your interview.

Coventry City Council acknowledges the crucial role chaperones play in safeguarding children and young people, as well as managing partnerships between organisations and the Local Authority. To ensure that the council complies with The Children (Performances and Activities) (England) Regulations 2014, Regulation 15, chaperones must adhere to the following.

This applies to chaperones working with child performers from birth until they reach the end of their compulsory school age, in both professional and amateur settings, as well as those supervising children paid to participate in sports under a license.

By following this, chaperones will be recognised for upholding Coventry City Council’s standards of good practice, thereby enhancing their reputation within the community.

Chaperone role and responsibilities

A chaperone is responsible for the care, control, safeguarding, and wellbeing of a child during activities, performances, rehearsals, or when living away from home under a licence. Acting in loco parentis, the chaperone provides the care expected of a responsible parent, serving as the child’s primary protector and supporter.

The chaperone ensures the child’s experience is enjoyable and beneficial, fully understanding their responsibilities and obligations. This includes having a thorough knowledge of performance licencing legislation, the production process, and the specific requirements of the genre they are working in. They must effectively use their authority to protect and benefit the children in their care. In order to carry out their role effectively a chaperone must:

• Always put their children’s needs first
• Ensure children are supervised at all times. Whilst undertaking the duties of a chaperone, you must not take on any other responsibilities.
• Provide guidance and support, Chaperones are the key person children look to for guidance, protection, clarification, and support.
• Be aware of any medical needs or disabilities and understand any arrangements related to medicines (e.g., inhalers, allergies, diabetes).
• Know the whereabouts of the children at all times. You can be allocated up to a maximum of 12 children, if you cannot safely manage the number of children, inform the production manager or applicant to adjust the arrangement. Do not allow children to leave the venue unaccompanied.
• Be aware of fire safety, exits, evacuation and major incident procedures at the venue. Know the first aid procedures (the whereabouts of the first aid kit and the designated first aiders).
• Ensure all accidents and incidents are reported and recorded.
• Make sure children are comfortable, have access to food and drink, and take appropriate mealtimes and rest breaks. Be aware of any allergies.
• Ensure dressing rooms are appropriate (separate changing for children aged 5 and over)
• Ensure children are supervised to and from the toilets and where possible use separate toilet facilities from adults/members of the public.
• Maintain a register of all children in your care to include exact times of arrival and departure.
• Stand up for the children’s needs above production pressures.
• Maintain Confidentiality: Share personal information only on a need-to-know basis and safeguard it from third parties.Familiarise yourself with the venue layout, (ensure there are suitable rest and toilet facilities available). Identify any hazards, such as loose electrical leads on stage or on set.

As a chaperone you must

• Be the child’s champion.
• Behave in an appropriate manner, remaining visible to the children at all times.
• Be alert to potential hazards and ensure that your focus always remains on the children.
• Immediately report any issues or concerns to the head chaperone or designated person. Know the reporting procedures and contacts (Safeguarding, Health and Safety, behavior)
• Wear your ID badge whilst carrying out your chaperone duties and keep it available for inspection to present to any inspecting officer from the local authority.
• Notify the local authority at the earliest opportunity the local authority promptly of any changes in your circumstances, including health issues, criminal charges, convictions, bail conditions, or safeguarding concerns involving you, your immediate family members or any persons living with you.

As a chaperone you must not

• Leave the children alone with another adult (unless it is another licensed chaperone, the child’s parent, or teacher).
• Release children to an adult they are not expecting at the end of the production unless this has been confirmed by the parent / production.
•  Engage in an inappropriate relationship with a child or young person. This means that chaperones should ensure that their personal social networking sites are set to private and children/young people are not listed as approved contacts. Equally, chaperones should not accept ‘friend requests’ from children/young people they are looking after.
• Take photos of the children.
• Use mobile phones whilst looking after the children.
• Drink alcohol and/or take drugs when you are working. Your capacity to perform your duties as a chaperone must not be impaired by alcohol or drugs.
• Swear or use inappropriate language.
• Disclose or provide your personal details or information to the child.
• Approach cast members for autographs or photos during working hours.
• Let children perform if they are unwell.
• Always check that it is ok with the child before you help them. Physical touch should always be conducted in an open manner.

Response to disclosure

• If a child confides in you that abuse has taken place: Remain calm and in control, but do not delay in taking action.
• Listen carefully to what is being said. Allow the child to tell you at their own pace and ask questions only for clarification.
• Do not ask leading questions
• Do not promise to keep it a secret or confidential. Reassure the child that they did the right thing telling someone and explain what you will do next.
• Use the first opportunity you have to share the information with the Designated Safeguarding Lead (the person responsible for child protection). Each production company should have a nominated child protection person.
•  As soon as possible, make some notes (using the child’s own words). Note the date, time, any names that were involved or mentioned and whom you gave the information to.
•  Parents should not routinely be informed at this point if they are the subject of the disclosure as this may compromise the safety of the child.
• Information/ evidence gathering is not the responsibility of the chaperone. This is a matter solely for the investigating authorities. If you have any concerns relating to the safeguarding & welfare of the child, for example neglect, engaging in inappropriate contact with adults, child sexual exploitation, it is your responsibility to inform the Designated Safeguarding Lead and to inform your local authority of any concerns.

Contact details

• Multi Agency Safeguarding Hub (MASH) 024 7678 8555
• Emergency Duty Team (EDT) 024 7683 2222 / 7683 2208

Note: Local authorities should take note of Regulation 5 that allows the licensing authority to further restrict permitted hours, breaks etc. and place additional conditions on the licence if this would be in the best interests of the individual child.  

Chaperone checklist                              

• On arrival at the venue familiarise yourself with the layout of the building
• Identify all hazard areas
• Locate all fire exits and ask to hear the sound of the alarm if possible
• Ensure all children are aware of the fire exits
• Locate first aid facilities
• Ensure dressing rooms are appropriate (separate dressing rooms for 5 years and over)
• Locate toilets
• Locate school room (if appropriate if children are being tutored)
• Check meal arrangements
• Check total number of children in your care
• Check the number of chaperons
• Register for the children
• Check performance licences for the children
• Ensure you have or know where to access emergency contact numbers
• Medical conditions and any medication required
• Ensure all accidents are recorded and reported

Do 

• Check the child is comfortable
• Stand up for the child above production pressures
• Be the child’s champion
• Report any concerns, know who to report to
• Have knowledge of who has the performance Licences for the children
• Exercise discretion (where regulations allow) where it is the best interest of the child
• Be alert to possible risks to the child
• Challenge people and/or behaviours

Don’t

• Let the child perform if they are unwell
• Leave the child alone with another adult (unless a parent or teacher)
• Ignore or play down questionable behaviour from adults or other children
• Allow the child to be pressured
• Take photographs of the child
• Seek autographs from performers
• Use inappropriate language, smoke or consume alcohol whilst on duty
• Wear inappropriate clothing

Hazards

• Movement/changes of scenery
• Smoke effects/dry ice
• Noise
• Trap doors
• Electrical cables/wiring
• Bright lights, periods of darkness
• Heat from lighting
• Raised stage
• Costumes
• Heavy doors (trapped fingers)
• People