Safeguarding Policy
Short Mat Players Tour Ltd – Safeguarding Policy (2026 Edition)
Version 3.0 – Effective from 1 October 2026 Approved by the Board of Directors
Policy Statement
Short Mat Players Tour Ltd (SMPT) is committed to providing a safe, positive and inclusive environment for all participants, including children (under 18) and adults at risk. We recognise our legal and moral duty to safeguard the welfare of all individuals involved in our events.
We will take all reasonable steps to:
- Protect children and adults at risk from harm, abuse, neglect or exploitation
- Promote a culture where safeguarding is everyone’s responsibility
- Respond promptly and appropriately to concerns
- Work in partnership with statutory agencies when required
- Ensure safeguarding is embedded in all SMPT activities
Safeguarding is led by the Designated Safeguarding Officers (DSOs):
- Craig Burgess
- Emma Trott
Scope
This policy applies to:
- SMPT Directors
- Event staff and volunteers
- Players and spectators
- Contractors and venue partners
- Any person attending or participating in SMPT events
It covers safeguarding of:
- Children (under 18)
- Adults at risk (as defined by the Care Act 2014)
Definitions
Child
- Anyone under the age of 18.
Adult at Risk
- An adult who has care/support needs and is unable to protect themselves from harm or exploitation.
Abuse Types
- Physical
- Emotional
- Sexual
- Neglect
- Bullying (including online)
- Financial (adults at risk)
- Discriminatory
- Organisational abuse
Roles and Responsibilities
Directors
- Ensure safeguarding is embedded in SMPT governance
- Approve and review safeguarding policies annually
- Ensure adequate resources for safeguarding
Designated Safeguarding Officers
- Act as the first point of contact for concerns
- Maintain secure safeguarding records
- Make referrals to statutory agencies (Police, Social Care, LADO)
- Provide advice to event staff
- Coordinate safeguarding training
Event Staff & Volunteers
- Report concerns immediately
- Follow SMPT safeguarding procedures
- Maintain professional boundaries
- Promote a safe environment
Players & Spectators
- Follow SMPT codes of conduct
- Report concerns to event staff or DSOs
Junior Player Requirements
To participate in SMPT events:
- All players under 18 must be accompanied by a responsible adult acting as their guardian.
- Guardians must remain onsite for the duration of the event.
- Guardians are responsible for the child’s supervision outside of gameplay.
This is a mandatory condition of entry.
Safeguarding Procedures
Reporting Concerns
Anyone with a concern must report it immediately to a DSO or event staff.
Concerns may include:
- A child or adult at risk disclosing abuse
- Suspicious behaviour
- Poor practice
- Breaches of conduct
- Online or social media concerns
How to Report
- Report verbally to a DSO or event staff
- Complete an SMPT Safeguarding Concern Form
- DSOs will assess and take appropriate action
- DSOs will refer to statutory agencies if required
Escalation
- Immediate danger → Call 999
- Concerns about an adult’s behaviour → DSO contacts Local Authority Designated Officer (LADO)
- Concerns about a child’s welfare → DSO contacts Children’s Social Care
Managing Allegations Against Adults
If an allegation is made against an SMPT Director, volunteer, player, or spectator:
- The DSO will be informed immediately
- The individual may be suspended from involvement pending investigation
- The DSO will contact the LADO or Police
- SMPT will cooperate fully with external agencies
- Confidentiality will be maintained
Codes of Conduct
SMPT maintains codes of conduct for:
- Adults interacting with children
- Junior players
- Event staff and volunteers
- Spectators
Key principles:
- Treat everyone with respect
- Maintain professional boundaries
- No one-to-one unsupervised situations with juniors
- No inappropriate communication (including online)
- No photography of juniors without consent
Photography & Filming
To protect children and adults at risk:
- Photography of juniors requires parental/guardian consent
- Venue staff must not photograph juniors without permission
- SMPT will provide guidance to photographers
- Any concerns must be reported immediately
Safer Recruitment
SMPT will:
- Conduct DBS checks for DSOs and relevant volunteers
- Use safer recruitment practices for staff and volunteers
- Require references where appropriate
- Ensure roles involving juniors have clear responsibilities
Training
- DSOs will undertake accredited safeguarding training every 2 years
- Event staff will receive annual safeguarding briefings
- Volunteers will receive basic safeguarding awareness training
Event Safeguarding Measures
Each event will include:
- Safeguarding risk assessment
- Emergency response plan
- Secure incident reporting
Record Keeping & GDPR
- Safeguarding records will be stored securely
- Access is restricted to DSOs
- Records retained for 7 years
- Data handled in accordance with UK GDPR
Confidentiality
Information will be shared only:
- On a need-to-know basis
- With statutory agencies when required
- In line with legal obligations
Policy Review
This policy will be reviewed annually by the SMPT Directors or sooner if:
- Legislation changes
- Guidance updates
- An incident requires policy revision
Contact Details
Designated Safeguarding Officers:
Craig Burgess
Emma Trott