Lost Children & Vulnerable Adults

Plas Heli is committed to safeguarding all children, young people, and vulnerable adults attending events. This procedure outlines the actions to be taken if a child or vulnerable adult becomes lost, separated from their group, or is found unattended.

These arrangements apply to all events and must be followed by volunteers, organisers, team leaders, and visiting coaches.

6.1 Supervision Requirements

Children and vulnerable adults must be supervised at all times by parents, guardians, team leaders, or responsible adults appointed by visiting organisations.

Although the main compound is normally fully enclosed, many exit gates may be open during events to allow controlled movement of competitors, boats, trolleys, volunteers, and safety vehicles. This means a child or vulnerable adult could leave the controlled area quickly and unintentionally.

Close supervision is therefore essential, especially during:

• launching and recovery

• movement along the shared public path

• busy periods in the compound

• balcony access and stairways

• transitions between indoor and outdoor areas

6.2 If a Child or Vulnerable Adult is Found Alone

If a volunteer or member of staff finds a child or vulnerable adult who appears lost or unattended:

1. Stay with the individual and reassure them.

2. Notify the Duty Manager immediately.

3. Move to a safe, visible location (Reception or the Events Manager Room).

4. Do not leave the individual alone at any time.

5. Do not physically restrain unless there is an immediate safety risk.

6. Avoid asking leading or intrusive questions.

The Duty Manager will coordinate reunification with parents, guardians, or team leaders.

6.3 If a Child or Vulnerable Adult is Reported Missing

If someone reports a missing child or vulnerable adult:

1. Duty Manager initiates the Lost Person Procedure.

2. Gather essential information:

   • name

   • age

   • description

   • last known location

   • who they were with

3. Volunteers are deployed to search key areas, including:

   • building interior

   • balcony and stairways

   • washdown area

   • shared public path

   • compound gates

   • beach access route

4. Check all open gates and ensure they are monitored.

5. If not found within 10 minutes, Duty Manager escalates:

   • notify event organisers

   • consider contacting police (depending on circumstances)

   • restrict vehicle movements

   • monitor beach access and public areas

6.4 Reunification

Once the child or vulnerable adult is located:

• They are brought to Reception or the Events Manager Room (Room 2).

• Identity is confirmed.

• They are reunited with their parent, guardian, or responsible adult.

• A brief record is made in the Duty Manager log.

6.5 Safeguarding Concerns

Any safeguarding concerns must be reported immediately to the Duty Manager, who will:

• record the concern

• notify the Event Safety Officer

• escalate to Plas Heli’s safeguarding lead if required

• follow RYA / RYA Cymru Wales safeguarding guidance

6.6 Summary

Plas Heli’s layout includes multiple movement routes and, during events, several open gates. This increases the importance of close supervision and rapid response if a child or vulnerable adult becomes lost. The procedures above ensure a coordinated, safe, and effective response.