Minor Event Attendee & Child Safeguarding policy

Module: Utsav Pass™
Document Type: Hybrid — Plain English + Legal Reinforcement
Trademark: Utsav Pass™ is a trademark of MyMahotsav Futuretech Ltd
Jurisdictions: Global (with jurisdictional addendums)
Version: 1.0
Effective Date: 34th February, 2026

PART A: PLAIN ENGLISH SUMMARY #

Protecting Children at Events #

Events can be wonderful experiences for children—but they also come with special responsibilities. This policy explains how Utsav Pass™ works with organizers to keep minors safe.

The Essentials #

• Child safety is the organizer’s responsibility: Organizers must take all reasonable steps to protect minors attending their events.

• Age restrictions matter: Events may have age limits—check before buying.

• Parental consent: For events without parent/guardian attendance, written consent may be required.

• Supervision ratios: Younger children need adequate supervision—organizers must plan accordingly.

• Background checks: Staff working with children should have appropriate background verification.

• Reporting concerns: If you’re concerned about a child’s safety, report it immediately.

• Utsav Pass™ facilitates, but doesn’t supervise: We provide the platform—organizers provide the safeguarding.

PART B: LEGAL TERMS AND CONDITIONS #

1. DEFINITIONS #

2. ORGANIZER RESPONSIBILITIES #

2.1 General Duty of Care #

2.1.1 Organizers owe a duty of care to all attendees, including minors. This duty requires:

• Taking reasonable steps to protect children from foreseeable harm

• Complying with all applicable child protection laws

• Implementing appropriate safeguarding measures

• Responding promptly to concerns

2.1.2 Breach of this duty may result in:

• Civil liability (negligence claims)

• Criminal prosecution

• Regulatory action

• Platform suspension

2.2 Age Restrictions and Ticket Sales #

2.2.1 Organizers must clearly display age restrictions on event pages:

2.2.2 Organizers are responsible for:

• Enforcing age restrictions at entry

• Refusing admission to underage attendees

• No refunds for failure to meet age requirements

2.3 Parental/Guardian Consent #

2.3.1 For events where minors attend without parent/guardian, Organizers must obtain written parental consent:

• Name and age of child

• Emergency contact information

• Medical conditions/allergies

• Consent for photography (if applicable)

• Authorization for emergency treatment

2.3.2 Consent forms must be:

• Collected before event

• Stored securely

• Accessible during event

• Destroyed after reasonable period

2.4 Supervision Ratios #

2.4.1 Organizers must provide adequate supervision:

2.4.2 Higher risk activities (swimming, adventure) require lower ratios.

2.5 Staff Screening #

2.5.1 Staff and volunteers working with children must:

• Undergo appropriate background checks:

  • UK: DBS Enhanced Check

  • India: Police verification / character certificate

  • US: FBI fingerprint check / state background check

  • EU: National police certificate

• Provide references

• Receive safeguarding training

• Be supervised appropriately

2.5.2 Organizers must maintain records of checks (with consent).

2.6 Safeguarding Policy #

2.6.1 Organizers must have a written safeguarding policy covering:

• Commitment to child protection

• Recruitment and training procedures

• Code of conduct for staff

• Reporting procedures

• Responding to allegations

• Photography and recording guidelines

2.6.2 Policy must be:

• Age-appropriate

• Communicated to staff/volunteers

• Available on request

• Reviewed annually

3. EVENT-SPECIFIC SAFEGUARDING MEASURES #

3.1 Children-Only Events #

For events designed for children only (no parents):

• Enhanced supervision ratios

• All staff must have background checks

• Drop-off/pick-up procedures

• Emergency contacts for each child

• Medical information collected

• Register of attendees maintained

3.2 Family Events #

For events where parents attend with children:

• Family-friendly facilities (changing rooms, feeding areas)

• Lost child procedures

• Wristband/identification systems

• Parental responsibility remains with parent

3.3 Overnight Events #

For camps, sleepovers, or overnight events:

• Night supervision ratios (typically 1:10 minimum)

• Sleeping arrangements (separate by age/gender if appropriate)

• Night-time procedures

• Emergency access

• Parental contact information accessible 24/7

3.4 High-Risk Activities #

For activities with higher risk (water, heights, animals, etc.):

• Activity-specific risk assessments

• Qualified instructors

• Additional supervision

• Parental consent with risk acknowledgment

• Equipment safety checks

4. PHOTOGRAPHY AND RECORDING #

4.1 Consent Requirements #

4.1.1 Photographs or videos of children at events require:

• Explicit parental consent (not just implied)

• Explanation of how images will be used

• Option to opt out

• Secure storage of images

4.1.2 Organizers must:

• Not publish identifying information with images (full names)

• Not allow unauthorized photography

• Have procedure for reporting concerns

4.2 Prohibition on Unauthorized Photography #

4.2.1 Organizers may:

• Restrict photography in certain areas

• Require registration of professional photographers

• Remove individuals taking inappropriate photos

• Report concerns to police

5. REPORTING CONCERNS #

5.1 What to Report #

Anyone (attendee, parent, staff, volunteer) should report:

• Suspicious behavior by staff/volunteers

• Physical or emotional abuse

• Neglect

• Sexual abuse or exploitation

• Bullying or harassment

• Any child in immediate danger

5.2 How to Report #

During the event:

• Notify Organizer’s Designated Safeguarding Lead immediately

• If child in immediate danger, call emergency services (999/112/911)

After the event:

• Contact Organizer directly

• Contact Utsav Pass™ support (we will notify Organizer)

• Contact local child protection authorities

5.3 Organizer Response #

Organizers must have procedure for:

1. Immediate response (ensuring child safety)

2. Reporting to authorities (statutory obligations)

3. Internal investigation (if appropriate)

4. Support for child and family

5. Record keeping

5.4 Mandatory Reporting #

In many jurisdictions, certain professionals (teachers, healthcare workers, etc.) have mandatory reporting duties. Organizers must comply with applicable laws.

6. PARENT/GUARDIAN RESPONSIBILITIES #

6.1 While at Event #

Parents/guardians remain responsible for their children’s:

• Behavior and conduct

• Safety (unless event provides supervision)

• Compliance with event rules

• Communication of medical needs

6.2 Drop-Off Events #

If leaving children at supervised events, parents must:

• Provide accurate contact information

• Inform staff of medical conditions

• Pick up children on time

• Notify of any changes in arrangements

7. CONSEQUENCES OF NON-COMPLIANCE #

7.1 Platform Actions #

Organizers failing to meet safeguarding standards may face:

7.2 Legal Consequences #

Organizers may face:

• Criminal prosecution

• Civil liability

• Regulatory sanctions

• Barring from working with children

PART C: JURISDICTION-SPECIFIC ADDENDUMS #

INDIA ADDENDUM #

Key Legislation:

• Juvenile Justice (Care and Protection of Children) Act, 2015

• Protection of Children from Sexual Offences (POCSO) Act, 2012

• Right to Free and Compulsory Education Act, 2009

• National Commission for Protection of Child Rights (NCPCR) guidelines

POCSO Act:

• Mandatory reporting of sexual offences against children

• Failure to report is an offence

• Strict penalties for offenders

Background Checks:

• Police verification increasingly required

• No centralized system like DBS; rely on local police

Consent Age: 18 for all purposes

UK ADDENDUM #

Key Legislation:

• Children Act 1989 and 2004

• Safeguarding Vulnerable Groups Act 2006

• Protection of Freedoms Act 2012

• Working Together to Safeguard Children (statutory guidance)

DBS Checks:

• Enhanced DBS with barred list check for regulated activity

• Portability of DBS certificates (Update Service)

Disclosure and Barring Service: Maintains lists of individuals barred from working with children.

Local Safeguarding Children Partnerships: Must be notified of serious incidents.

US ADDENDUM #

Key Legislation:

• Child Abuse Prevention and Treatment Act (CAPTA)

• State-specific child protection laws

• Mandatory reporting laws (vary by state)

Background Checks:

• FBI fingerprint check

• State criminal history

• Sex offender registry check

State Variations: Each state has its own reporting requirements and child protection agencies.

EU ADDENDUM #

Key Directives:

• EU Charter of Fundamental Rights (Article 24)

• National implementations vary

GDPR: Special protection for children’s data; parental consent required for processing.

Country-Specific: Each member state has own child protection laws—organizers must comply locally.

PART D: ENTERPRISE INTERNAL MANUAL #

For Utsav Pass™ Safeguarding Team #

A. Event Risk Assessment for Child Safety #

Action based on risk:

• Low: Standard checks

• Medium: Enhanced supervision, consent forms

• High: Pre-approval, enhanced ratios, specialist staff

B. Reporting Protocol for Staff #

If you receive a safeguarding concern:

1. Listen without judgment, don’t promise secrecy

2. Record accurately (what was said, who, when)

3. Report to Designated Safeguarding Lead immediately

4. Don’t investigate yourself

5. Cooperate with authorities

C. Organizer Safeguarding Checklist #

• Written safeguarding policy in place

• Designated Safeguarding Lead appointed

• Staff have appropriate background checks

• Staff trained in safeguarding

• Supervision ratios established

• Parental consent forms ready

• Emergency procedures documented

• Reporting procedure communicated

• Photography consent obtained

• Medical information collected (if needed)