When you’re organising a challenge that involves young people or vulnerable adults, safeguarding isn’t just about ticking boxes – it’s about making sure everyone feels safe and protected throughout the experience. The good news is that most safeguarding is common sense, and you don’t need to be an expert to get it right.
Understanding your responsibilities
Duty of care
When you’re organising an event, you have a responsibility to:
- Keep participants safe from harm or inappropriate behaviour
- Create an environment where everyone feels protected and respected
- Respond appropriately if any concerns arise
- Make sure all adults involved understand proper boundaries
Who needs extra protection
Be particularly careful with:
- Anyone under 18 years old
- Adults with learning disabilities or mental health conditions
- People who might be isolated or vulnerable in other ways
- Participants who are new to your community or don’t know many people
When you need DBS checks
The simple rule
You need Enhanced DBS (Disclosure and Barring Service) checks for adults who will:
- Have regular, unsupervised contact with young people
- Be in positions of trust or authority over vulnerable participants
- Have access to personal information about participants
- Be responsible for participant welfare during overnight stays
For different group sizes
Family and friends (up to 10):
- If it’s just family and close friends, DBS checks usually aren’t required
- Use common sense about who’s supervising children
Community groups (20+):
- Main organisers and leaders should have DBS checks if working with young people
- Anyone supervising overnight activities needs checks
- Apply for checks 8-10 weeks before your event as they take time
Larger events (40+):
- All supervisory adults need appropriate DBS checks
- Keep records of who has valid checks and when they expire
Creating safe environments
Physical safety
- Keep sight lines clear so adults can supervise effectively
- Have appropriate ratios (roughly 1 adult for every 6-8 teenagers in challenging activities)
- Provide separate changing areas and privacy as needed
- Make sure facilities are appropriate for mixed or single-gender groups
Emotional safety
- Set clear expectations about respectful behaviour
- Have zero tolerance for bullying or exclusion
- Be sensitive to cultural and religious needs
- Create ways for people to speak up if they’re uncomfortable
Cultural sensitivity for Muslim participants
Respecting modesty
- Understand requirements around appropriate dress and behaviour
- Provide same-gender supervision where culturally important
- Respect prayer times and religious obligations
- Be sensitive to fasting requirements and exemptions
Family communication
- Keep parents informed, especially during longer events
- Respect family cultural expectations while maintaining safety standards
- Understand that some families may have specific requirements about supervision
- Work with families rather than against cultural preferences
Clear codes of conduct
For all adults
Create simple, clear expectations:
- Appropriate boundaries in relationships with participants
- No inappropriate physical contact (use common sense – helping someone over an obstacle is different from unnecessary touching)
- Respectful language and behaviour at all times
- No sharing of personal contact details with young participants
- Professional boundaries around social media contact
For participants
Set expectations about:
- Treating everyone with respect and kindness
- Following safety instructions
- Appropriate behaviour during group activities
- How to report concerns or ask for help
Handling concerns
Trust your instincts
If something doesn’t feel right:
- Take concerns seriously, even if they seem minor
- Document what you’ve observed or been told
- Talk to other responsible adults about your concerns
- Don’t investigate yourself – get appropriate help
Know who to contact
Have contact details ready for:
- Local social services (for child protection concerns)
- Police (for immediate safety issues)
- Parents and emergency contacts
- Your local mosque or community leader for guidance
Immediate safety
If someone is at immediate risk:
- Ensure their immediate safety
- Contact emergency services if needed (999)
- Inform parents/guardians promptly
- Document everything that happened
Managing challenging behaviour
Prevention is better than cure
- Set clear expectations from the beginning
- Keep people engaged with appropriate activities
- Address problems early before they escalate
- Make sure everyone feels included and valued
When problems arise
- Stay calm and don’t take things personally
- Remove the person from the situation if their behaviour is affecting others
- Talk to them privately about your concerns
- Have backup plans for managing disruption
- Don’t hesitate to contact parents if needed
Special considerations for overnight events
Sleeping arrangements
- Appropriate supervision throughout the night
- Separate areas for different genders if culturally important
- Clear boundaries about adult-participant interactions during night hours
- Someone awake and responsible at all times
Privacy and dignity
- Appropriate facilities for washing and changing
- Respect for different comfort levels around privacy
- Clear expectations about behaviour during less structured time
Documentation and communication
Keep simple records
You don’t need elaborate systems, but do record:
- Who has DBS checks and when they expire
- Any concerns or incidents that arise
- Communication with parents about any issues
- Basic participant information and emergency contacts
Communication with parents
- Keep parents informed about activities and timings
- Let them know immediately about any significant concerns
- Be transparent about your safeguarding measures
- Respect their right to ask questions or express concerns
Training your team
Basic awareness for everyone
Make sure all adults understand:
- What safeguarding means and why it matters
- How to recognise concerning behaviour or signs of distress
- Who to talk to if they have concerns
- Appropriate boundaries and professional behaviour
You don’t need to be experts
- Basic common sense and care go a long way
- Know when to seek help rather than trying to handle everything yourself
- Use resources from your local mosque or community organisations
- Don’t let fear of getting it wrong stop you from organising meaningful events
Getting help and advice
Where to find support
- Local council safeguarding teams can provide guidance
- Your mosque or Islamic centre may have safeguarding policies and advice
- National organisations like the Muslim Council of Britain provide resources
- Local charities working with young people can offer training and advice
Building your knowledge
- Basic safeguarding training courses are widely available
- Online resources can help you understand key principles
- Learn from other community groups who organise similar events
- Start simple and build your confidence and knowledge over time
Remember, safeguarding isn’t about being perfect or having all the answers. It’s about caring enough to take reasonable precautions, being aware of potential risks, and knowing when to seek help.
Most participants and their families will appreciate your thoughtfulness in taking safeguarding seriously. It shows you care about their wellbeing and want to create positive experiences for everyone involved.
The goal is to create events where everyone feels safe to challenge themselves, grow, and connect with others in meaningful ways. Good safeguarding practices support this rather than getting in the way.