Brightlingsea Winterfest Committee Policy Document

Reviewed 8/11/18

This document sets out the position of the WinterFest Committee with regards to legislative detail and responsibilities to the community and the safety of its members.

Aims and Objectives

Although money is raised by the event for charitable causes, we are keen to emphasise that this is not the main focus. Our objectives are:

  • To bring together people of all ages and cultures in the community in the wintertime to show and build community cohesion and resilience
  • Through music and arts, to celebrate wellbeing and to promote better mental wellbeing in the community
  • To raise awareness of mental health issues, destigmatising this often misunderstood illness
  • Promoting the services offering wellbeing help, such as Mind and Age UK
  • To support and signpost those people who may need help to the services which can offer it
  • Support local businesses, particularly those in the tourism and hospitality industry at a very quiet time of year, increasing trade and income
  • To showcase local talent, encourage more people to take up a new hobby and join the local clubs and music groups
  • To promote the arts as a contributing factor to better mental wellbeing

WinterFest Wellbeing Fund

Feedback from previous events has been that the community would like to see monies raised by WinterFest (over £20,000 to date) spent within the local community. In response to this it is proposed that for the 2019 event, 75% of the money raised (after costs have been accounted for) will go into the new WinterFest Wellbeing fund. This is for local families to apply to – for activities which will improve mental, physical or social wellbeing. Up to £200 per family can be applied for under the criteria below:

  • Currently resident in Brightlingsea (proof of address/utility bill)
  • Item applied for can be purchased by the Wellbeing Fund Committee (such as tickets for a family day out, music lessons, sports lessons etc)

All applications will presented to a committee made up of (Councillor, WinterFest Committee member and a lay-person). Fund administration guidance provided by CVST.

The remaining 25% of funds will be donated to Mid and North Essex Mind.

WinterFest Committee Terms of Reference

Name of groupWinterFest Committee

Representatives from different parts of the Brightlingsea Community involved with either music, the arts or community building. The organising committee welcomes new members at the start of the planning period each year (September) but will be a closed group from this point on until the following year.

Alix Sheppard

Dave Griffiths

PurposeTo provide the strategic lead on the development and delivery of the annual Brightlingsea WinterFest event
AdminstrationThe group will be self-administering with regular meetings between September and February each year.
Key roles

·       To ensure that the event is organised every year

·       To ensure the appropriate and most effective allocation of resources

·       To ensure that the members of the community are consulted and involved where possible with the organisation of the event

·       To ensure fairness and inclusivity in the implementation of the event ensuring that all members of the community irrespective of protected characteristics or other cultural differences have the opportunity to be involved

·       To undertake quality assurance and evaluation ensuring that the event is reviewed and improved on an ongoing basis

·       To comply with any safeguarding and health and safety principles applicable to each individual event

·       To provide promotion and communication channels, and opportunities to ensure high levels of awareness of the event among local businesses and individual community members

·       Group members to individually act as a WinterFest advocate

·       Group members to contribute to all aspects of the agreed event as discussed at the weekly meetings

Frequency of meetingsWeekly (September- February) by arrangement
QuorumAll members
Resources and budgetTo be confirmed on application of funding from BTC
Relationship to other groups

Linked to Brightlingsea Town Council via Mick Barry

Linked to Tendring District Council via Cassie Barratt

Linked to Mid and North Essex Mind via Stephanie Mills


Review period for TOR12 months (Nov 2019)


Safeguarding: The principal pieces of legislation governing this policy are:

  • Working together to safeguard Children 2010
  • Equality Act 2010
  • The Children Act 1989
  • GDPR, 2018
  • The Adoption and Children Act 2002:
  • The Children act 2004
  • Safeguarding Vulnerable Groups Act 2006
  • Sexual Offences Act 2003
  • Care Standards Act 2000
  • Public Interest Disclosure Act 1998
  • The Police Act – CRB 1997
  • NHS and Community Care Act 1990
  • Rehabilitation of Offenders Act 1974


Definition of Safeguarding: Safeguarding is about embedding practices throughout the organisation to ensure the protection of children and / or vulnerable adults wherever possible. In contrast, child and adult protection is about responding to circumstances that arise.


Definition of Abuse: Abuse is a selfish act of oppression and injustice, exploitation and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture. It can take a number of forms, including the following:

  • Physical abuse
  • Sexual abuse
  • Emotional abuse
  • Bullying
  • Neglect
  • Financial (or material) abuse


Definition of a child: A child is under the age of 18 (as defined in the United Nations convention on the Rights of a Child).

Definition of Vulnerable Adults: A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited. This may include a person who:

  • Is elderly and frail
  • Has a mental illness including dementia
  • Has a physical or sensory disability
  • Has a learning disability
  • Has a severe physical illness
  • Is a substance misuser
  • Is homeless


The WinterFest Committee makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe.


Committee members, volunteer crew members and performers may come into contact with children and / or vulnerable adults through the following activities: Live performances and workshops


This policy seeks to ensure that the committee undertakes its responsibilities with regard to protection of children and / or vulnerable adults and will respond to concerns appropriately. The policy establishes a framework to support volunteers in their practices.


There are 3 areas:


  1. Recruitment and involvement of volunteer crew members.


Community members are invited to volunteer and are welcomed irrespective of cultural or protected characteristics.


On application, volunteers are asked verbally if they have any criminal convictions (unspent) to declare. If there are spent convictions of a sexual or violent nature no matter how historic, volunteers are requested to declare these also.


Decisions on whether an applicant can join the crew will be taken on a case by case basis by the Committee and are influenced by the time lapsed since the offence, the nature of the offence and the type of role the applicant wishes to carry out.



  1. Performers


It is recognised that performers do not have direct one-to-one contact with members of the public and that public events such as this do not screen performers in the way detailed above for Crew members.

The Committee have taken the decision not to apply a screening or application process to performers as this will be detrimental to the event.


  1. Safeguarding


All committee and crew members are advised that they are not responsible for the care of children or vulnerable people at the events. Members of the above groups must be supervised by a parent or carer at all times and where this may be an issue, posters will be displayed to highlight this.

In the case of fire and health and safety procedures, crew members are advised to familiarise themselves with the procedures upon arrival at the event and to act accordingly in case of emergency with professionalism.

If a crew member has concerns about safeguarding or any other issue relating to the health or safety of community members, crew members or performers, these must be shared with any committee member within 2 hours.


Health and Safety

The events are held in a variety of venues. Crew members are responsible for their own health and safety and can contribute to keeping others safe in a variety of ways:

  • Report any hazards to the venue manager (trip, fire, COSHH)
  • Assist with any persons taken unwell by calling for medical help
  • Complying with the health and safety regulations at each venue

As highlighted above, crew members do not have duty of care towards attendees of WinterFest events. All participants do so at their own risk and the venues in which events are held are responsible for the healthy and safety of persons therein.


The above policies and procedures are not exhaustive. The committee members recognise there may be other areas raised through the delivery of this event each year and review and add to this document accordingly