Every event — single or recurring, in-person or online, day-event or residential — moves through three phases of documentation: Pre-event, During-event, and Post-event. This section sets out the standard documentation expected at each phase. Higher-risk events (overnight, off-site, international) layer additional requirements from §7.
Recurring Programmes — lifecycle adapted
For weekly/biweekly/monthly recurring programmes:
- Pre-event documentation done once per programme year (risk assessment, roster, briefing pack), reviewed termly
- During-event documentation per session (sign-in/out, incident log, online chat saved)
- Post-event documentation per term (summary report covering the term, plus per-session incident reports as they happen)
- Annual programme review feeds into next year’s renewal
Online Events — lifecycle adapted
- Pre-event: platform settings checklist (waiting room, recording off, screen share locked), parental consent register, two-leader confirmation
- During-event: participant log (screenshot at start), saved chat, recording (only with consent and purpose)
- Post-event: chat reviewed within 48 hours, attendance logged, recording reviewed and either retained per documented purpose or deleted within 30 days