EMP Section 6 – Lost Children & Vulnerable Adults

This section outlines the governance, responsibilities, and emergency arrangements relating to lost, missing, or unattended children and vulnerable adults at Plas Heli, the Welsh National Sailing Academy & Events Centre. It forms part of the Event Management Plan and must be followed by event organisers, team leaders, volunteers, and visiting coaches.

Operational Procedure: A simplified, volunteer‑friendly version is available here: Lost Children & Vulnerable Adults – Safety Procedure

6.1 Supervision Responsibilities

Children and vulnerable adults must be supervised at all times by parents, guardians, team leaders, or responsible adults appointed by visiting organisations.

Although the compound is normally enclosed, multiple gates may be open during events to allow movement of competitors, boats, trolleys, volunteers, and safety vehicles.

• Launching and recovery zones
• Shared public path
• Balcony and stairways
• Indoor/outdoor transition points
• Compound gates and beach access

6.2 Immediate Waterline & Quayside/Pontoon Priority

Plas Heli is a coastal venue — the beach waterline and quayside/pontoons present the highest risk to life.

If a child or vulnerable adult is reported missing:

• First action: Check the beach waterline and quayside/pontoons immediately.
• Search shoreline access points, pontoon gates, and ladder areas.
• If there is any reasonable concern they may have entered the water, call 999 immediately and request RNLI / Coastguard.
• Continue searching while emergency services are en route.

6.3 Procedure When a Child or Vulnerable Adult is Found Alone

• Stay with the individual and reassure them.
• Notify the Duty Manager immediately.
• Move to a safe, visible location (Reception or Events Manager Room).
• Do not leave them alone.
• Do not restrain unless there is an immediate safety risk.
• Avoid leading or intrusive questions.

6.4 Procedure When a Child or Vulnerable Adult is Reported Missing

After the immediate waterline and quayside/pontoon check:

• Duty Manager initiates the Lost Person Procedure.
• Gather essential information:
  • Name
  • Age
  • Description
  • Last known location
  • Who they were with
• Deploy volunteers to search:
  • Building interior
  • Balcony and stairways
  • Washdown area
  • Shared public path
  • Compound gates
  • Beach access route
• Check all open gates and monitor them.
• If not found within 10 minutes, escalate:
  • Notify event organisers
  • Consider contacting police
  • Restrict vehicle movements
  • Monitor beach access and public areas

6.5 Reunification

• Bring the child/vulnerable adult to Reception or Events Manager Room.
• Confirm identity.
• Reunite with parent/guardian/responsible adult.
• Record the incident in the Duty Manager log.

6.6 Safeguarding Concerns

• Report concerns immediately to the Duty Manager.
• Duty Manager notifies Event Safety Officer.
• Escalate to Plas Heli’s safeguarding lead if required.
• Follow RYA / RYA Cymru Wales safeguarding guidance.

Document Control

Document Title: EMP Section 6 – Lost Children & Vulnerable Adults
Version: 1.3 (includes beach + quayside/pontoon priority + Safety Doc link)
Review Cycle: Annual or post‑major event

Related EMP Sections

• Section 5.4 – Emergency Landing Procedures
• Section 7 – Fire Safety & Emergency Arrangements
• Section 8 – Licensing & Regulated Entertainment