Our policies are listed below.

They are updated refgularly to reflect and changes in legislation or policy.

Please address any comments to hello@teignmouthplayers.com unless a different contact is shown in the p[olicy document.

1. Our Commitment to You

Teignmouth Players is committed to providing a warm, welcoming and professional experience for all audiences, members, volunteers, visiting performers and partners. We aim to respond to everyone in a helpful, friendly, respectful and timely manner, and to uphold high standards of communication and service.

Our volunteers work hard to make your experience enjoyable — whether you are attending a performance, taking part in a production, or engaging with us online. We ask that all visitors treat our volunteers with the same courtesy and respect they offer you.

We are committed to:

• Providing responsive and accessible services

• Acting quickly if things go wrong

• Providing clear, accurate information

• Inviting audiences and members to be involved in shaping our organisation

• Delivering a consistently high‑quality experience

If you feel you have not been treated fairly, we encourage you to let us know.

2. Customer Service Standards

INFORMATION & COMMUNICATION

We will:

• Provide clear, easy‑to‑understand information about productions, events and activities

• Keep our website and social media channels up to date

• Share regular news and updates with members and audiences

• Ensure information is accurate, timely and accessible

CONSULTING AND INVOLVING YOU

We will:

• Invite feedback from audiences, members and volunteers

• Carry out satisfaction surveys when appropriate

• Share key findings and improvements with our community

ATTENDING OUR PRODUCTIONS & EVENTS

We will:

• Be polite, friendly and helpful at all times

• Ensure front‑of‑house volunteers are welcoming and well briefed

• Provide clear signage and information at venues we use

• Work with venue partners to ensure spaces are clean, safe and accessible

• Support access needs wherever possible, including seating arrangements and communication support

WORKING WITH US AS A MEMBER OR VOLUNTEER

We will:

• Treat all members and volunteers with respect and consideration

• Provide clear information about rehearsal schedules, production requirements and volunteer roles

• Respond promptly to queries

• Offer guidance and support to new members and volunteers

HIRING OR PARTNERING WITH TEIGNMOUTH PLAYERS

(For community groups, schools, or organisations collaborating with us)

We will:

• Provide clear information about partnership opportunities

• Offer written details of arrangements, expectations and costs where relevant

• Respond quickly to enquiries

• Ensure volunteers and production teams are aware of partner activities and extend a warm welcome

CONTACTING US BY PHONE OR EMAIL

We will:

• Aim to respond to phone messages and emails as quickly as possible

• Ensure you know who is dealing with your enquiry

• Provide clear, helpful information in all communications

WEBSITE AND SOCIAL MEDIA

We will:

• Maintain an accessible, easy‑to‑navigate website

• Provide accurate, up‑to‑date information about productions, auditions, membership and events

• Use social media to share timely updates and engage with our community

COMMENTS, COMPLIMENTS & COMPLAINTS

We will:

• Record and monitor complaints and compliments

• Acknowledge complaints promptly and aim to respond within 7 working days

• Provide clear information on how to make a comment, compliment or complaint

• Use feedback to improve our services and communication

(Complaints are handled under our separate Complaints Policy.)

CUSTOMER CONSULTATION & INVOLVEMENT

We will:

• Consult audiences, members and volunteers using a range of methods

• Review our engagement approaches annually

• Share results and improvement actions through our website or member communications

3. Review

This policy will be reviewed annually by the Board of Trustees to ensure it remains relevant, effective and aligned with best practice for community theatre organisations.

Date

Details

Who

14/8/2026

Update and creation of policy for TP

Simon Kearey

1. Policy Statement

Teignmouth Players is committed to providing a positive, welcoming and professional experience for all members, volunteers, audiences and partners. We aim to work in an open, accountable way that builds trust and respect across our community. Listening to concerns and responding constructively helps us improve our activities, productions and governance.

We take complaints about our work, volunteers, trustees or levels of service seriously and aim to resolve issues promptly, fairly and respectfully.

2. Our Commitments

We will ensure that:

• Making a complaint is straightforward and accessible.

• A complaint is treated as a clear expression of dissatisfaction requiring a timely response.

• Complaints are handled politely, sensitively and, where appropriate, confidentially.

• Responses include explanations, apologies where we have made mistakes, and information on actions taken.

• We learn from complaints and use them to improve our processes, communication and activities.

• Informal concerns are acknowledged and recorded when they cannot be resolved immediately.

3. What Counts as a Complaint

For the purposes of this policy, a Complaint is an expression of dissatisfaction or concern about:

• A Teignmouth Players activity, rehearsal, production or event.

• An action or decision taken by the Society or its trustees.

• A failure to follow a policy or procedure.

• The behaviour or conduct of a volunteer, member or trustee while carrying out Society duties.

General suggestions or feedback are not treated as complaints (see Section 7).

4. Making a Complaint

4.1 Informal Resolution

Where possible, concerns should first be raised informally with the person most connected to the issue — for example:

• A director or production lead

• A committee member

• A front‑of‑house or event coordinator

Many issues can be resolved quickly through conversation.

4.2 If the Issue Is Not Resolved

If you are uncomfortable raising the matter informally, or the issue remains unresolved, you may contact:

The Secretary or Chair of Teignmouth Players (contact details available on the Society’s website or membership communications)

4.3 Formal Complaints

A formal complaint may be made in writing by email or post:

Email: secretary@teignmouthplayers.org.uk Post: The Chair Teignmouth Players CIO Teignmouth, Devon

Please include:

• Your contact details

• A clear description of the complaint

• Any relevant dates, documents or communications

• Details of any attempts to resolve the issue informally

5. How We Handle Complaints

Acknowledgement

We aim to acknowledge formal complaints within 7 working days. If we cannot respond fully within this time, we will confirm when a full reply can be expected.

Investigation

The Chair (or a delegated trustee) will investigate the complaint, considering:

• Whether questions were answered appropriately

• Whether any injustice or hardship occurred

• What remedy or corrective action is fair and proportionate

• Whether policy or procedure needs review or improvement

Outcome

You will receive a written response explaining:

• Findings of the investigation

• Any actions taken

• Any changes to practice or procedure

• Any further steps available to you

Escalation

If the matter remains unresolved, you may write directly to:

The Board of Trustees Teignmouth Players CIO

The Board will review the complaint and determine any further action.

6. Confidentiality

All complaints will be handled sensitively. Information will only be shared with those who need to know in order to investigate and resolve the issue.

7. Suggestions & Feedback

A complaint is distinct from general feedback or suggestions. If you wish to offer ideas for improvement, we welcome constructive input.

You may email: feedback@teignmouthplayers.org.uk

We will acknowledge your suggestion and consider it at the next appropriate committee meeting.

8. Review

This policy will be reviewed annually by the Board of Trustees to ensure it remains effective, fair and aligned with best practice for community theatre organisation

Date 14/8/2026 Details Update and creation of policy for TP

Who Simon Kearey

Teignmouth Players Amateur Dramatic Society CIO

Equality & Diversity Policy

 1. Policy Statement

Teignmouth Players is committed to fostering a supportive, inclusive, and respectful culture across all aspects of our work — including members, volunteers, trustees, visiting artists, and audiences. We believe that promoting equality and diversity strengthens our creative community and reflects the inclusive spirit of the performing arts.

Our aim is to ensure that everyone involved with the Society has equal opportunity to participate, contribute, and develop, and that our membership and activities represent the diversity of our local community.

2. Our Commitment

Teignmouth Players will provide equality and fairness to all members and volunteers, and will not offer less favourable treatment or facilities on the grounds of:

Age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, ethnic origin, colour, nationality, religion or belief, sex, or sexual orientation.

We oppose all forms of unlawful and unfair discrimination.

All members, volunteers, and trustees — whether full‑time, part‑time, or occasional — will be treated fairly, with dignity and respect.

3. Principles of Practice

When Teignmouth Players selects individuals for roles, training, or opportunities (such as directing, stage management, or committee positions), decisions will be based solely on aptitude, ability, and commitment.

We will:

• Encourage and support everyone to develop their full potential.

• Recognise and value individual differences and contributions.

• Create an environment that promotes dignity and respect for all.

• Not tolerate intimidation, bullying, or harassment.

• Make opportunities for training, development, and progression available to all.

• Promote equality as good practice and sound governance.

• Encourage anyone who feels they have been subject to discrimination to raise their concerns confidentially.

• Review our membership, casting, and volunteer practices regularly to ensure fairness and inclusivity.

4. Implementation

• All members and volunteers will be informed that this policy is in operation and are expected to comply with its principles.

• The policy will be shared with partners, venues, funders, and stakeholders where relevant.

• Trustees will ensure that equality and diversity are considered in all decision‑making, including recruitment, programming, and community engagement.

5. Monitoring and Review

This policy will be reviewed annually by the Board of Trustees to ensure that equality and diversity continue to be promoted and embedded in the Society’s activities.

6. Statement of Values

Teignmouth Players celebrates creativity, community, and inclusion. We believe theatre should be a space where everyone feels welcome, respected, and able to shine — on stage, behind the scenes, and in the audience.

Appendix: Equality in Casting, Auditions & Production Practices

Teignmouth Players is committed to ensuring that all casting, auditioning, backstage recruitment, and production involvement is carried out fairly, transparently, and in line with our Equality & Diversity Policy. Theatre thrives when a wide range of people feel welcome to participate, and this appendix sets out how we put that principle into practice.

1. Inclusive Casting Principles

1.1 Open Access

• All auditions and casting opportunities will be advertised openly to members and, where appropriate, the wider community.

• No individual will be excluded from auditioning on the basis of protected characteristics.

1.2 Character Interpretation

• Casting decisions will focus on ability, suitability for the role, commitment, and ensemble fit.

• Where a script allows flexibility, directors are encouraged to consider diverse and creative casting choices.

1.3 Avoiding Bias

• Directors and production teams will make casting decisions free from assumptions about age, gender, disability, ethnicity, or appearance unless these are essential to the integrity of the script.

• Where possible, casting panels should include more than one person to reduce unconscious bias.

2. Audition Process

2.1 Accessibility

• Audition venues will be selected with accessibility in mind.

• Adjustments (e.g., flexible audition formats, additional time, alternative reading methods) will be offered where needed.

2.2 Clear Information

Audition notices will include:

• Role descriptions

• Any physical or vocal requirements

• Whether roles are open to flexible interpretation

• Details of the audition format

• Contact information for accessibility queries

2.3 Respectful Environment

• All auditionees will be treated with courtesy and professionalism.

• Feedback may be offered where practical.

3. Backstage, Technical & Production Roles

3.1 Equal Opportunity

Roles such as stage management, lighting, sound, costume, front‑of‑house, and set building will be open to all members and volunteers.

3.2 Training & Development

• New volunteers will be supported to learn technical or backstage skills.

• No one will be excluded from backstage roles due to lack of prior experience.

3.3 Safe Working Practices

• All volunteers will be briefed on safe working methods.

• Adjustments will be made to ensure disabled volunteers can participate fully.

4. Representation & Sensitivity

4.1 Responsible Storytelling

When producing plays that include sensitive themes (e.g., race, disability, gender identity, mental health), the Society will:

• Approach the material with care and respect

• Avoid harmful stereotypes

• Provide guidance to cast and crew where needed

• Consider audience impact and appropriate content warnings

4.2 Cultural & Historical Accuracy

Where a script requires specific cultural or historical representation, directors will handle this responsibly and sensitively.

5. Complaints & Concerns

5.1 Raising Issues

Any member or volunteer who feels they have experienced discrimination, exclusion, or inappropriate behaviour in casting or production may raise concerns confidentially with:

• The Chair

• The Equality & Diversity Trustee

• Any trustee they feel comfortable approaching

5.2 Response

Concerns will be:

• Taken seriously

• Investigated promptly

• Addressed in line with the Society’s policies on conduct and safeguarding

6. Review

This appendix will be reviewed annually alongside the Equality & Diversity Policy to ensure it remains relevant, inclusive, and supportive of best practice in community theatre.

Date 14/8/2026 Details Update & Creation for Teignmouth Players

Who Simon Kearey

1. Policy Statement

Procurement refers to how Teignmouth Players (“the Society”) buy goods, services, and works to support productions, rehearsals, and community activities. All procurement must be fair, transparent, competitive, and auditable, and comply with relevant charity and data protection legislation.

Objectives

• Maintain the highest ethical standards and minimise the risk of fraud.

• Ensure goods and services meet the required quality and specification.

• Achieve best value for money.

• Promote equality, diversity, and environmental sustainability.

• Support local suppliers and venues wherever possible.

2. Policy Framework

2.1 Purchases of £10,000 or more

For major contracts (e.g. technical equipment, long‑term venue hire, or professional services), the Society will follow a competitive procedure based on invited proposals from a shortlist of qualified suppliers. Steps normally include:

• Defining scope, objectives, budget, and timescales.

• Identifying qualified suppliers and preparing a shortlist (3–6 firms).

• Inviting written proposals.

• Evaluating proposals against published criteria.

• Selecting and negotiating with the preferred supplier.

• Recording the process for audit and trustee review.

2.2 Purchases under £1,000

The delegated person may obtain three informal quotes (phone or email) and record them for the Finance Trustee. A supplier may be selected directly with trustee approval.

2.3 Purchases between £1,000 and £3,000

Obtain three written quotes by email and record them for the Finance Trustee. Selection may be made directly, with a brief written rationale and trustee approval.

2.4 Purchases between £3,000 and £10,000

Selection must be based on an evaluation of shortlisted suppliers (minimum three). The rationale for choice must be recorded and retained with the contract documentation.

3. Evaluation and Selection

Invitations for proposals must clearly state evaluation criteria. Assessment will focus on:

• Relevant experience and qualifications.

• Quality and suitability of goods or services.

• Value for money.

• Local availability and sustainability.

Price is a factor, but quality and reliability remain the principal considerations.

4. Exceptions

Competitive procedures may be waived when:

• A supplier has unique expertise or continuity is essential (e.g. ongoing technical support for lighting or sound).

• Additional services become necessary and cannot be separated from the original contract without major inconvenience.

• Emergency repairs or safety‑critical work require immediate action.

All exceptions must be documented and approved by the Chair and Finance Trustee.

5. Governance and Oversight

• The Board of Trustees retains overall responsibility for procurement.

• The Finance Trustee oversees compliance and maintains records.

• For major projects, a temporary procurement group may be formed to manage tendering and evaluation.

• Roles and responsibilities must be clearly defined and recorded.

• Procurement decisions are reported to the Board and included in the annual financial review.

6. Ethical and Local Commitment

Teignmouth Players will:

• Use local suppliers and venues wherever practical.

• Avoid conflicts of interest.

• Ensure all procurement supports the Society’s charitable objectives and community values.

Date

Details

Who

14/8/2026

Update and creation of policy for TP

Simon Kearey

1. Policy Statement

Teignmouth Players recognises its responsibility to protect and enhance the environment for future generations, our members, audiences, and the wider Teignmouth community. We are committed to reducing our environmental impact across all productions, rehearsals, events, and organisational activities, and to promoting sustainable behaviour throughout the Society.

2. Our Environmental Commitments

2.1 Resource Use & Energy

• Conserve energy and water in all venues we hire or use.

• Switch off lights, heating, and electrical equipment when not required.

• Prioritise energy‑efficient equipment when purchasing or hiring (e.g., LED stage lighting, low‑energy appliances).

• Encourage members to dress appropriately for the season to reduce unnecessary heating demand.

2.2 Sustainable Purchasing

• Purchase environmentally friendly products wherever possible.

• Prioritise items with recycled content, UK‑manufactured goods, and low‑impact materials.

• Use environmentally approved cleaning products and refillable containers where available.

• Buy locally where practical to reduce transport emissions and support the local economy.

2.3 Waste Reduction

• Follow the principles of Reduce, Reuse, Recycle across all activities.

• Reuse costumes, props, and set materials wherever possible.

• Minimise single‑use plastics in rehearsals, backstage areas, and front‑of‑house.

• Provide clearly labelled recycling bins at rehearsals, workshops, and performances.

• Reuse packaging and donate surplus materials to local groups where appropriate.

2.4 Production & Workshop Practices

• Encourage directors, designers, and workshop leaders to use sustainable materials such as:

  • Recycled or reclaimed set materials

  • Water‑based paints

  • Non‑solvent glues

  • Low‑VOC paints and markers

• Avoid harmful chemicals and materials wherever possible.

• Promote environmentally responsible disposal of paint, adhesives, and workshop waste.

2.5 Travel & Community Impact

• Promote sustainable travel options for members and audiences, including walking, cycling, bus and train routes.

• Provide travel information on our website and event communications.

• Work with local organisations and venues to reduce waste and support circular economy initiatives.

• Participate in local environmental partnerships and community sustainability programmes where appropriate.

2.6 Engagement & Awareness

• Provide guidance to members, volunteers, and production teams on sustainable practices.

• Include environmental considerations in production planning meetings.

• Display clear signage to support recycling and responsible energy use.

• Encourage all members to adopt environmentally responsible behaviours.

3. Governance & Review

• The Board of Trustees will oversee implementation of this policy.

• Environmental considerations will be included in procurement, budgeting, and production planning.

• The policy will be reviewed annually to ensure it remains relevant and effective.

4. Our Commitment to the Future

Teignmouth Players is proud to be part of the Teignmouth community. We commit to reducing our environmental impact year by year, supporting local sustainability initiatives, and ensuring that our creative work contributes positively to the wellbeing of our environment and community.

Date

Details

Who

14/8/2026

Update and creation of policy for TP

Simon Kearey

TEIGNMOUTH PLAYERS CIO

SAFEGUARDING POLICY AND PROCEDURES

 Registered Charity No. 1176546

 Policy adopted/reviewed: August 2026

Next review: August 2027

 1. Purpose and Scope

 Teignmouth Players CIO ("the Society") is committed to protecting children, young people and vulnerable adults from abuse, neglect, exploitation and other forms of harm.

 This policy applies to all committee members, directors, production teams, volunteers, members, chaperones, parents/carers and anyone acting on behalf of the Society. It reflects the Society's commitment to providing a safe, welcoming and inclusive environment for everyone involved in its activities.

 As a peripatetic community theatre organisation, Teignmouth Players does not operate from a permanent theatre building. Activities may take place in theatres, community halls, schools, rehearsal rooms, outdoor spaces and other hired venues. Safeguarding arrangements must therefore be appropriate to the particular venue, activity and participants involved.

 This policy applies to all Society activities, including:

 Auditions and casting

Rehearsals and workshops

Performances

Technical rehearsals, get-ins and get-outs

Social events organised by the Society

Publicity and promotional activities

Online communications and digital platforms used by the Society

Any other activity where Teignmouth Players has responsibility for participants

2. Our Safeguarding Principles

 Teignmouth Players believes that:

 Everyone has the right to protection from abuse and harm.

A child is any person under the age of 18.

Young people aged 16 and 17 and vulnerable adults are entitled to appropriate protection.

Safeguarding is everyone's responsibility.

All concerns or allegations should be taken seriously and acted upon promptly.

Children and vulnerable adults should be treated fairly, respectfully and with dignity.

Bullying, harassment, abuse and discriminatory behaviour will not be tolerated.

Adults involved with the Society should act as positive role models.

The welfare of children and vulnerable adults must always take priority over production or performance requirements.

 Abuse can take many forms, including:

Physical abuse

Emotional abuse

Sexual abuse

Neglect

Bullying and cyberbullying

Grooming

Criminal exploitation

Trafficking

Female Genital Mutilation (FGM)

 
3. Safeguarding Officer

 The Society's designated Safeguarding Officer is:

 Jacquie Gowans

Email: Jacgow@yahoo.com

Telephone: 07905 068168

 The Safeguarding Officer is responsible for:

Promoting good safeguarding practice.

Providing advice and guidance.

Receiving and responding to safeguarding concerns.

Liaising with statutory agencies where required.

Monitoring implementation of this policy.

 If a concern involves the Safeguarding Officer, it should be reported to the Chair or President of the Society.

 The Committee will review this policy at least annually.

 
4. Responsibility for Safeguarding Activities

 Before any activity involving children or vulnerable adults begins, the Society will consider the safeguarding arrangements required for that activity.

 The Director, Production Manager or person responsible for the activity will:

 Identify safeguarding risks.

Consider the suitability of the venue.

Ensure appropriate supervision arrangements are in place.

Clarify who is responsible for participants throughout the activity.

Ensure emergency contact details are available.

Ensure any necessary DBS checks or licensed chaperones are in place.

Review arrangements if circumstances change.

 Safeguarding and risk assessments should be updated if there are significant changes to the cast, venue, staffing or nature of the activity.

5. Working in Different Venues

As Teignmouth Players works across multiple venues, arrangements will be agreed for each activity or production.

 These should include:

 Arrival and departure arrangements.

Sign-in and sign-out procedures where required.

Supervision arrangements.

Waiting areas for participants.

Toilet and changing facilities.

Emergency exits and assembly points.

First aid arrangements.

Collection arrangements for children.

Areas that are out of bounds.

Management of access by members of the public and venue staff.

Any venue-specific safeguarding concerns.

 Where a venue has its own safeguarding procedures, these should be considered alongside this policy.

6. Supervision and Contact with Children

Children should be appropriately supervised at all times.

The Society will seek to avoid situations where an adult is alone with a child. Where possible:

 Two adults should be present.

One-to-one conversations should take place in an observable location.

Doors should remain open where appropriate.

 Adults must maintain appropriate professional boundaries.

 Physical contact should:

 Only occur when necessary.

Be appropriate to the activity.

Respect personal boundaries.

Be explained where appropriate.

Take account of the child's wishes and consent whenever possible.

7. Code of Conduct for Adults

 All adults involved with Teignmouth Players are expected to:

 Treat participants with dignity and respect.

Act as positive role models.

Use appropriate language and behaviour.

Maintain professional boundaries.

Avoid favouritism.

Report safeguarding concerns promptly.

Follow safeguarding procedures.

Cooperate with investigations where necessary.

 Adults should not:

 Bully, intimidate or discriminate against others.

Engage in secretive communication with children.

Behave in a manner that could place themselves or others at risk.

Ignore safeguarding concerns.

8. Online Communication and Digital Safety

 This policy applies equally to online and digital communication.

 Any communication with children or young people on behalf of the Society should be:

 Appropriate and professional.

Related to legitimate Society activities.

Open and transparent.

Conducted through approved channels where possible.

Accessible to parents/carers where appropriate.

 Adults should avoid private online communication with children unless there is a legitimate reason and appropriate safeguards are in place.

 Any concerns regarding online behaviour or digital safety should be reported to the Safeguarding Officer.

9. Safer Recruitment, DBS Checks and Chaperones

 Teignmouth Players will take reasonable steps to ensure that adults working with children and vulnerable adults are suitable for their role.

 Depending on the role, this may include:

 DBS checks.

References.

Interviews or discussions regarding suitability.

Verification of relevant qualifications, registrations or licences.

Appropriate induction and safeguarding guidance.

 Where licensed chaperones are required, the Society will ensure appropriately licensed individuals are appointed.

 Chaperones must be familiar with:

 This policy.

The venue arrangements.

Emergency procedures.

First aid arrangements.

Reporting procedures.

 A child who is unwell, distressed or excessively tired should not be required to participate.

10. Parents and Carers

 Teignmouth Players recognises that safeguarding is a partnership between the Society and parents/carers.

 Parents and carers will be provided with information about relevant safeguarding arrangements.

 Parents/carers remain responsible for collection unless specific alternative arrangements have been agreed.

Children should only leave:

With a parent/carer.

With another authorised adult.

Under pre-agreed arrangements.

 Clear procedures should exist for dealing with situations where a child is not collected as expected.

11. Photography, Video and Mobile Devices

 Photography and filming involving children must be managed appropriately.

The Society will:

 Obtain parental/carer consent where appropriate.

Respect the wishes of children and families.

Use images only for agreed purposes.

Store images securely.

Avoid sharing unnecessary personal information.

 Photography or filming must never take place in:

 Changing rooms.

Dressing areas.

Toilets.

Any location where individuals may be undressing.

 Camera-enabled phones, tablets and recording devices must not be used in such locations.

Photographers and media representatives must not have unsupervised access to children.

12. Recognising and Responding to Concerns

 Anyone who sees, suspects or receives information suggesting that a child or vulnerable adult may be at risk of harm must report it.

 If someone discloses abuse:

 Remain calm.

Listen carefully.

Allow them to speak freely.

Ask questions only for clarification.

Do not ask leading questions.

Do not investigate.

Do not promise confidentiality.

Reassure them that they have done the right thing.

Explain that the information will need to be shared with those who can help.

Report the concern promptly to the Safeguarding Officer.

 If the concern relates to the Safeguarding Officer, report it to the Chair or President.

13. Recording Safeguarding Concerns

All safeguarding concerns, disclosures, allegations and incidents must be recorded.

 Records should include:

 Date and time.

Location.

People involved.

What was seen, heard or disclosed.

Any actions taken.

Who was informed.

Any further action required.

 Records should:

 Be factual.

Distinguish between observed facts and opinion.

Be signed and dated.

Be stored securely.

Only be shared with those who need to know.

14. Confidentiality and Information Sharing

Safeguarding information is sensitive and will be handled appropriately.

 The Society will take reasonable steps to ensure:

Records are stored securely.

Personal information is protected.

Sensitive information is only shared when necessary.

 Confidentiality should never prevent information being shared where it is necessary to protect a child or vulnerable adult from harm.

15. Accidents, Injuries and Welfare

 The health, safety and welfare of participants must be considered as part of planning every activity.

 Participants should be informed of:

 Relevant safety rules.

Emergency procedures.

Restricted areas.

Venue-specific hazards.

 Where a child is injured during a Society activity:

 Appropriate first aid should be provided.

The incident should be recorded.

Parents/carers should be informed where appropriate.

Significant concerns should be reported to the Safeguarding Officer.

16. Working with External Organisations and Venues

 The Society may work alongside:

 heatre venues.

Schools.

Community organisations.

Visiting professionals.

Venue staff.

 Where safeguarding responsibility is shared, arrangements should be agreed before the activity begins.

The existence of another organisation's safeguarding policy does not remove Teignmouth Players' responsibility to follow its own safeguarding procedures.

 Any allegation involving Society personnel, volunteers, venue staff or external personnel will be treated seriously and managed through appropriate safeguarding procedures.

17. Immediate Danger

 If a child or vulnerable adult is in immediate danger:

 Take reasonable steps to ensure their immediate safety.

Contact emergency services or relevant statutory agencies where necessary.

Inform the Safeguarding Officer as soon as possible.

Members should not attempt to investigate allegations of abuse themselves.

18. Policy Review

This policy will be reviewed annually by the Committee and sooner if:

 Safeguarding legislation or guidance changes.

The Society's activities change significantly.

A safeguarding incident identifies a need for revision.

New safeguarding risks emerge.

The Society begins working regularly with new participant groups or different venue types.

 The policy will also be reviewed following any serious safeguarding incident to ensure lessons learned are incorporated into future practice.

 This policy should be read alongside relevant risk assessments, codes of conduct and any other Society procedures.

Approved by: T R Smith 

Position: Trustee

Date: 26 August 2026

Review Date: August 2027

1. Policy Statement

Teignmouth Players CIO is committed to preventing fraud and promoting a strong anti‑fraud culture across the Society. We operate a zero‑tolerance approach to fraud and require all trustees, members, volunteers, production leads and anyone acting on behalf of the Society to behave honestly, transparently and with integrity at all times.

All reasonable suspicions of fraud must be reported. The Society will investigate all actual, attempted or suspected fraud involving trustees, volunteers, suppliers, contractors or third parties, and will seek to recover any funds or assets lost. Where appropriate, perpetrators will face disciplinary and/or legal action.

2. Examples of Fraud

Fraud may be committed internally or externally. Examples include:

Internal Fraud

• False accounting or manipulation of financial records

• Skimming or misappropriating money from fundraising events

• Intercepting cash or cheque donations

• False or inappropriate expense claims

• Misuse of Society assets or funds

External Fraud

• False or fraudulent invoices

• Identity fraud

• Phishing or impersonation emails

• Banking fraud

• False fundraising carried out in the name of Teignmouth Players

Individuals may be prosecuted under the Fraud Act 2006 if they make false representations, fail to disclose information, or abuse their position.

3. Anti‑Fraud Procedures

Teignmouth Players encourages trustees, volunteers and members to report actual, attempted or suspected fraud without fear of reprisal. Concerns can be raised confidentially with the Chair, Treasurer, or any trustee.

4. Responsibilities

4.1 Trustees

Trustees are responsible for ensuring that:

• Appropriate internal and financial controls are in place to safeguard Society funds.

• Proper and adequate financial records are kept, including audit trails for decisions.

• All funds are accounted for and used in line with the Society’s charitable aims.

• Prompt action is taken to protect Society funds if fraud occurs.

• Relevant authorities are notified where appropriate.

• Systems of internal control are developed, implemented and maintained to prevent and detect fraud.

• All allegations of fraud are investigated and disciplinary and/or legal action is taken where necessary.

• This policy is reviewed regularly to ensure it remains effective and relevant.

4.2 Volunteers, Members & Production Leads

Volunteers and members are responsible for:

• Familiarising themselves with the types of fraud that may occur in a community theatre setting.

• Following agreed financial procedures (e.g., handling cash at performances, recording income, managing petty cash).

• Monitoring compliance with internal controls and reporting any concerns.

• Notifying trustees immediately of any suspected fraudulent activity.

5. Reporting Concerns

Any person involved with Teignmouth Players who suspects fraud should report it promptly to:

• The Chair,

• The Treasurer, or

• Any trustee they feel comfortable approaching.

Reports will be handled sensitively and investigated thoroughly.

6. Review

This policy will be reviewed annually by the Board of Trustees to ensure it remains effective and appropriate for the Society’s needs.

Date

Details

Who

14/8/2026

Update and creation of policy for TP

Simon Kearey

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