Lost Children & Vulnerable Adults – Safety Procedure

This is the operational procedure for volunteers, event staff, race management teams, and safety crews. It provides clear, immediate actions to take if a child or vulnerable adult is found alone or reported missing at Plas Heli, the Welsh National Sailing Academy & Events Centre.

1. Immediate Waterline & Quayside/Pontoon Priority

Plas Heli is a coastal venue. The beach waterline and the quayside/pontoons present the highest risk to life.

If a child or vulnerable adult is reported missing:

• First action: Search the beach waterline and quayside/pontoons immediately.
• Check pontoon gates, ladders, drop‑offs, and shoreline access points.
• If there is any reasonable concern they may have entered the water: call 999 and request RNLI / Coastguard.
• Continue searching while emergency services are en route.

2. If a Child or Vulnerable Adult is Found Alone

• Stay with the individual and reassure them.
• Notify the Duty Manager immediately.
• Move to a safe, visible location (Reception or Events Manager Room).
• Do not leave them alone at any time.
• Do not physically restrain unless there is an immediate safety risk.
• Avoid leading or intrusive questions.

3. If a Child or Vulnerable Adult is Reported Missing

After the immediate waterline and quayside/pontoon check:

• Duty Manager initiates the Lost Person Procedure.
• Gather essential information:
  • Name
  • Age
  • Description
  • Last known location
  • Who they were with
• Search teams deployed to:
  • Building interior
  • Balcony and stairways
  • Washdown area
  • Shared public path
  • Compound gates
  • Beach access route
• Monitor all open gates.
• If not found within 10 minutes:
  • Notify event organisers
  • Consider contacting police (depending on circumstances)
  • Restrict vehicle movements
  • Monitor beach access and public areas

4. Reunification

• Move to Reception or Events Manager Room.
• Confirm identity.
• Reunite with parent, guardian, or responsible adult.
• Record the incident in the Duty Manager log.

5. Safeguarding Concerns

• Report concerns immediately to the Duty Manager.
• Duty Manager informs Event Safety Officer.
• Escalate to Plas Heli’s safeguarding lead if required.
• Follow RYA / RYA Cymru Wales safeguarding guidance.

Document Control

Document Title: Lost Children & Vulnerable Adults – Safety Procedure
Version: 1.3 (includes beach + quayside/pontoon priority)
Review Cycle: Annual or post‑major event