Things to consider when organising an event

Arrangements for children should be made even if the event is not specifically aimed at them, as they may come with family members.

To plan for lost and found children:

• Arrange for the safe care of children who are separated from their parents or guardians. This may include a designated Lost Children Point.
• Anyone who is responsible for looking after lost children should have Enhanced Disclosure and Barring Services (DBS), formerly known as the Criminal Record Bureau (CRB) clearance. This should be documented and included in your event plans.
• Make sure that marshals and stewards are properly briefed about the arrangements which have been put in place.

If a child is reported missing

If a child is reported missing to a steward, the steward should immediately contact the Lost Children Point to find out if the child is already there.

• If the child is at the Lost Children Point, the steward should direct the person(s) to that location. If there is any uncertainty, it is the responsibility of the event officer to determine if the child should be allowed to go with the person who is 'claiming' them.
• If the child is not at the Lost Children Point, following an initial search of the immediate area, the person should be directed to that area. They may need to be escorted to the Lost Children Point if they are highly stressed or upset.
• At the Lost Children Point, the person should complete the 'Missing Child' formwith details of the child's name, age, description etc.
• Once the form has been completed, details of the child should be passed to staff/stewards, usually by mobile phone or landline. In some cases, a 'runner' could be employed to do this. At no time should one person be left on their own in charge of any lost child.
• A message should be passed to stewards as soon as possible, so employees are made aware and can remain vigilant. If a very young child (6 years and under) or particularly vulnerable child is missing, this message should be broadcast as a matter of urgency.
• In the interests of safety of the child, no details of any missing children should be broadcast over the public address system without approval from the event officer in charge of the event.
• The 'Missing Child' form should be kept on file, with details of when they have been reunited.
• Any steward who finds the child should immediately contact the Lost Children Point, to advise that they are bringing the child in. All children found in this way must be escorted to the Lost Children Point to avoid them becoming 'lost' again. This escort is a priority and should be done immediately - stewards must not keep the child any longer than is needed.
• Once details of the child have been taken, the person(s) reporting the missing child should be asked to stay at the Lost Children Point instead of going out to search for the child. This is because it is unlikely that there will be any way to contact them once they leave the Lost Children Point, and it is possible that the child could be brought in by a steward or report there themselves. Staff can't make any adult stay at the Lost Children Point if they don't want to. In this case, the person(s) reporting the missing child should be asked to sign a disclaimer form stating that they left the area of their own accord.
• If the child is not found in the initial search, the event organiser should liaise with the Police about the next steps.

Missing child report form example

This form would be completed by Lost Children Personnel when a child is reported lost.

Information could include: 

• Name of child
• Address and postcode of child
• Telephone number for parent / carer
• Age of child
• Sex of child 
• Description of child 
• Which area was the child lost in 
• Time reported missing 
• Reported by (name and relationship to child)
• Time reunited
• Found by (name and position)

Staff should advise parents/carers that once a child has been reported missing, they should stay at the Lost Children Point until the child is found. If they don't want to stay, they should sign to confirm that they left the area of their own accord.

To view this example form as a PDF, or to print the form, see: missing child report form (example) (PDF, 88 KB)

Found child report form example

This form would be completed by Lost Children Personnel when a child reports they have lost their parent / guardian.

Information could include: 

• Name of child
• Address and postcode of child
• Telephone number for parent / carer
• Age of child
• Sex of child 
• Description of child 
• Where was the child found 
• Time found 
• Found by (name and position) 
• Collected by (name and relationship to child)
• Time collected 
• Was identification shown 

To view this example form as a PDF, or to print the form, see: found child report form (example) (PDF, 11 KB)