EMP Section 6 – Lost Children & Vulnerable Adults

This section outlines the governance, responsibilities, and emergency arrangements relating to lost, missing, or unattended children and vulnerable adults at Plas Heli, the Welsh National Sailing Academy & Events Centre. It forms part of the Event Management Plan and must be followed by event organisers, team leaders, volunteers, and visiting coaches.

Operational Procedure: The simplified, volunteer‑friendly version of this procedure is available in the Safety Documents Library here: Lost Children & Vulnerable Adults – Safety Procedure.

6.1 Supervision Responsibilities

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

Although the main compound is normally enclosed, multiple gates may be open during events to allow movement of competitors, boats, trolleys, volunteers, and safety vehicles. This increases the risk of a child unintentionally leaving the controlled area.

• Launching and recovery zones
• Shared public path
• Balcony and stairways
• Indoor/outdoor transition points
• Compound gates and beach access

6.2 Immediate Waterline & Quayside/Pontoon Priority

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

If a child or vulnerable adult is reported missing:

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

This priority reflects national coastal‑venue best practice and lessons learned from previous incidents at UK waterside facilities.

6.3 Procedure When 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 the individual alone at any time.
• Do not physically restrain unless there is an immediate safety risk.
• Avoid leading or intrusive questions.

6.4 Procedure When a Child or Vulnerable Adult is Reported Missing

After the immediate waterline and quayside/pontoon check and any required RNLI escalation:

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

6.5 Reunification

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

6.6 Safeguarding Concerns

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

Document Control

Document Title: EMP Section 6 – Lost Children & Vulnerable Adults
Version: 1.3 (includes beach + quayside/pontoon priority + Safety Doc link)
Review Cycle: Annual or post‑major event