6. Event Categories & Ratios

6.1 Adult-Only Events (18+)

Lower-risk but not zero-risk. Required:

• Risk assessment (venue, activities, fire, medical)
• Attendance list with emergency contact for each adult
• Incident log available
• Code of Conduct displayed/communicated
• Photography/media consent if recording

6.2 Children & Young People Events (Under-18)

Two consent models depending on event type:

• One-off event (camp, day retreat, special trip): event-specific consent — see this section.
• Recurring programme (weekly prayer meeting, monthly youth group, term-long course): standing consent — see §9.

For one-off events, required per child, per event:

• Parental Consent Form including:
  • Child’s full name, DOB
  • Parent/guardian name, relationship, signature
  • Two emergency contacts with phone numbers
  • GP details
  • Medical conditions, allergies, medication, dietary requirements
  • Consent for emergency medical treatment
  • Consent for activities listed (be specific — “prayer, talks, small groups, outdoor games”)
  • Consent for transport (if applicable)
  • Pickup arrangements / authorised collectors
• Media Consent Form (separate or as section)
  • Photography for internal use
  • Photography for social media / public use
  • Video recording
  • Right to withdraw at any time
• Code of Conduct (age-appropriate version) signed by young person and countersigned by parent
• Attendance register (signed in/out)
• Adult-to-child ratios met (see §6.4)
• Risk assessment specific to event
• First aider on site with named role

6.3 Mixed / Family Events (Parent + Child)

Default position: parent retains responsibility for their own child throughout. Still required:

• Adult attendance list
• Children list with parent named as responsible adult
• Media consent (still needed for photography)
• Risk assessment (with attention to crowd, lost child procedure)
• Lost child procedure communicated at start

If at any point children are taken into a separate session without parents (e.g. “kids’ track” while parents are in talks): treat that session as §6.2 — full parental consent for that session, ratios, DBS-checked volunteers.

6.4 Adult-to-Child Ratios (minimum requirements)

Guidance recommends having at least two adults present when working with or supervising children. In line with guidance, Jesus Youth groups will adhere to the following adult-to-child ratios as the minimum requirement:

Always at least two unrelated adults present, never one adult alone with a child or group of children. Under-18 volunteers are counted as children for the purposes of these ratios (see §4.10).