Effective as of: 1st November 2025

1. Policy Statement
   Military World is committed to providing a safe, respectful, and inclusive environment at all events we organise. This policy outlines the organisation’s procedures for preventing harm, responding to safeguarding concerns, and ensuring robust escalation processes. Military World expects all attendees, staff, volunteers, contractors, exhibitors, and partners to uphold the highest standards of conduct.

2. Scope
   This policy applies to:

• • All Military World events
  • All staff, contractors, and volunteers working at events
  • All exhibitors, traders, re-enactors, speakers, visitors, and participants

3. Code of Conduct
   Communication Prior to the Event

• • The event Code of Conduct will be communicated clearly in advance of the event.
  • It will be displayed prominently on the event website, easily accessible from:
  • The homepage
  • Registration pages
  • Pre-event communications such as confirmation and reminder emails
  • Exhibitors, traders, groups,  contractors, and speakers will receive the Code of Conduct as part of their arrival information.

            Communication On-Site

• • The Code of Conduct will be displayed prominently at the venue in key locations, including:
  • Registration desks
  • Information points
  • Entrances
  • Staff and organiser areas
  • Printed versions will be available in the Event Organisers Office upon request.

4. Reporting Safeguarding Concerns

             Visible Reporting Information
               The procedure for reporting safeguarding concerns will be displayed clearly at the event, including;
               At registration points; At information desks; At Event HQ. Information will include who to contact and where to go in the event of a concern.

               Reporting Channels
               Any attendee, staff member, or participant may report a safeguarding concern via the following channels:
               – Speaking directly to a senior member of Military World staff
               – Approaching the Safeguarding Lead
               – Reporting concerns verbally to venue security or medical teams where appropriate
               – Using a dedicated safeguarding email address or telephone contact if provided for the event

               Confidentiality

• • • All safeguarding concerns will be treated sensitively, respectfully, and confidentially.
    • Information will only be shared with relevant individuals who need to know in order to take appropriate action.

5. Safeguarding Roles and Responsibilities
   Safeguarding Lead
   Military World will appoint a Safeguarding Lead for each event. The Safeguarding Lead will:

• • Oversee safeguarding procedures at the event
  • Act as the primary escalation point for safeguarding concerns
  • Maintain secure, confidential records of all safeguarding reports
  • Liaise with venue security, medical teams, senior management, or emergency services as required
  • Review safeguarding processes annually and recommend improvements

               The Safeguarding Lead will be contactable via Event HQ, which will be clearly signed so that individuals can easily locate them.

               Military World commits to providing the Safeguarding Lead with appropriate specialist training to ensure they are able to fulfil their responsibilities effectively.

               Event Staff, Contractors, and Volunteers
               All individuals working on the event must:

• • Familiarise themselves with this Safeguarding Policy and the Code of Conduct
  • Understand the procedure for responding to and escalating safeguarding concerns
  • Know the location of the Event Organisers Office and the identity of the Safeguarding Lead
  • Escalate all concerns promptly to a senior member of Military World staff or to the Safeguarding Lead

6. Pre-Event Staff Briefing

               A mandatory safeguarding briefing will be delivered to all staff, contractors, and volunteers prior to the event. The briefing will include:

• • Overview of the Code of Conduct
  • Examples of safeguarding concerns (harassment, discrimination, welfare issues, inappropriate behaviour, assault, etc.)
  • Appropriate staff responses when a concern is raised
  • Escalation pathways and contact details
  • Location of on-site safeguarding information and the Event Organisers Office
  • Emergency procedures and the role of venue security/medical teams

               All staff must acknowledge their attendance and understanding.

7. Handling Safeguarding Concerns
   Immediate Response

               When a safeguarding concern is raised:

• • • Prioritise the safety and wellbeing of the individual(s) affected
    • Move to a private, safe location if appropriate
    • Listen without judgement, do not make assumptions, and avoid promises that cannot be kept
    • Notify the Safeguarding Lead or a senior Military World staff member immediately

      Escalation

    • Concerns of a minor or uncertain nature must be escalated to the Safeguarding Lead.
    • Serious concerns, or those involving risk of harm, must be escalated immediately to:
    • The Safeguarding Lead
    • Venue security and/or emergency services, as appropriate

      Documentation

• • • All concerns will be logged by the Safeguarding Lead, including:
    • Date, time, and location
    • Description of the concern
    • People involved
    • Actions taken
    • Any required follow-up

8. If the Complainant Is Not Satisfied with the Handling of Their Concern
   If an individual believes that their safeguarding concern has not been escalated appropriately, not been handled fairly, or not been resolved satisfactorily, they may follow the process below:

1. 1. Request for Review – The complainant may request that the matter be reviewed by a senior Military World manager not involved in the original response.
   2. Review Process – The senior manager will examine the original concern, steps taken, and whether the procedures were correctly followed.  Additional action may be taken if required, including further investigation or revisiting the initial response.
   3. Outcome Communication – A clear written summary of the review outcome will be provided to the complainant.
   4. External Escalation – If the complainant remains dissatisfied, they may seek external recourse, such as through venue management, relevant authorities, or emergency services depending on the nature of the incident.

9. Post-Event Review
   Following each event, the Safeguarding Lead will:

• • Review all safeguarding reports received
  • Produce a summary of actions taken and lessons learned
  • Recommend improvements to strengthen future safeguarding procedures

            Senior management will review these recommendations and implement necessary changes.

10. Policy Review
    This policy will be reviewed annually or sooner if required by legislative changes, organisational developments, or lessons learned from safeguarding incidents.