Lost Children & Vulnerable Adults – Safety Procedure

This procedure provides clear, calm guidance for volunteers, event teams, and organisers when a child or vulnerable adult is reported missing or found unattended at Plas Heli. As a coastal venue, the waterline, quayside and pontoons present the highest risk to life, and must always be searched first.

1. Immediate Waterline, Quayside & Pontoon Priority

Plas Heli is a coastal venue. The beach waterline, shoreline, quayside and pontoons are the highest‑risk zones.

If a child or vulnerable adult is reported missing:

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

RNLI arrival point: Roundabout entrance to the quayside
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2. If a Child or Vulnerable Adult is Found Alone

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

3. If a Child or Vulnerable Adult is Reported Missing

After the immediate waterline and quayside/pontoon check:

• ESO coordinates the response.
• Duty Manager supports safeguarding and communication.
• Bridge Team logs the incident and timeline.
• Beach Team begins a calm, discreet search.
• Tally Team checks tally status (if applicable).

Gather essential information:

• Name
• Age
• Description
• Last known location
• Who they were with

Search Areas (after waterline)

• Main building interior
• Balcony and stairways
• Washdown area
• Shared public path
• Compound gates
• Beach access route

If not found within 10 minutes:

• Notify Event Director
• Consider contacting police (depending on circumstances)
• Restrict vehicle movements
• Monitor beach access and public areas

4. Afloat Considerations

If the missing individual may be afloat:

• PRO and CSL notified immediately.
• Safety boats conduct a controlled search of the race area.
• Bridge Team checks tally status and fleet positions.
• ESO coordinates ashore/afloat communication.

Do not interrupt racing unless directed by the PRO or CSL.

5. Reunification

• Move to Reception or Events Manager Room.
• Confirm identity.
• Reunite with parent, guardian, or responsible adult.
• Record the incident in the Duty Manager log.

6. Safeguarding Concerns

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

Document Control

Document Title: Lost Children & Vulnerable Adults – Safety Procedure
Version: 1.4 (includes strengthened waterline priority + RYA roles)
Review Cycle: Annual or post‑major event