Guidance for your first day at a venue or site
Before you arrive
Before the date of the performance or rehearsal, you should check:
- the address of the venue
- what time you should arrive
- who you should report to
- the details of the children you’ll be chaperoning, including their age, gender, and arrival and departure times
You may need to contact your agent or organiser to get this information.
If you are concerned you will not be able to chaperone children safely, raise this with your agent or the organiser before you arrive.
What to wear
We suggest clothing and footwear that is:
- comfortable, practical and appropriate for working with children, such as flat shoes
- appropriate for the location and weather, such as a raincoat and umbrella for an outdoor event
- dark or black in colour, if working on a stage production
For indoor events, consider wearing layers as the space can become warm when rehearsals or performances begin.
You should avoid wearing loose jewellery or accessories, as they could get caught.
What to take with you
- Your chaperone ID card.
- Contact details for the company, in case you are unsure about anything on the day.
- Contact details for the local authority.
- Daily record sheets (or a notebook to keep records in).
- A care pack, including water, wet wipes, and some activities or games (age appropriate for the children you’ll be chaperoning).
- Money for emergencies.
When you arrive
On arrival, you should:
- check in with reception or security
- make yourself known to the person you need to report to – this could be a head chaperone, stage manager, producer or assistant director
- familiarise yourself with the venue or site layout and check for hazards
- check the location of fire exits and alarms
- familiarise yourself with the evacuation procedures and meeting points
- find out who is the designated person for child protection and safeguarding concerns
Checking information and documents
You should ask to see:
- the children’s licences or any exemption evidence if you are told licences are not required
- the names of the children you’ll be chaperoning
- a list of the children’s home and emergency contact numbers
- details of any medical conditions or requirements
- details of who will administer medication, including times, dosage, and safe storage
- the organisation’s child protection policy
- the daily schedule or call sheet
If applicable, you may also ask to see a copy of the script so you can ensure children aren’t present during scenes containing adult themes.
Checking the venue or site
On arrival, familiarise yourself with the venue or site layout, including entrances, exits and all fire exits. You should also check for hazards in any areas that children will have access to.
View more information about facility checks and appropriate toilet and changing room arrangements.
Meeting the children
On the day you first meet the children, introduce yourself to each child and their parent or guardian if present. This should be arranged between you and the organisation you're working for.
Explain to the children:
- that they must stay with a chaperone at all times, for their own safety
- what your role is and that you are the person they can speak to if they have any problems or concerns
- the schedule for the day, including times for performance or rehearsal, breaks and mealtimes, and tutoring
- the layout of the venue
- what will happen in the case of a fire or emergency
You can also introduce the children to the cast and crew and explain what their jobs are.
Working with other chaperones
If applicable, we recommend introducing yourself to any other chaperones working at the venue or site.
What to do in an emergency
Follow the emergency procedure of the organisation you are working for.
You should be aware of the:
- health and safety protocol
- name of the registered first aider
- location of the emergency exits
First aid training
It is not mandatory for chaperones to be trained in first aid. However, it may be good practice.
