1. Policy Statement

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IPMS Southend Model Club is committed to providing a friendly, safe and welcoming environment for all members and visitors.

 

Although our club is primarily for adults interested in scale modelling, we recognise our responsibility to safeguard the welfare of children and young people (under 18) and vulnerable adults who may attend meetings or events. 

All members are expected to behave responsibly and help ensure a safe environment for everyone. 

 

2. Children and Young People

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• Anyone under the age of 18 must be accompanied by a parent or responsible adult at all club meetings and events. 

• The club does not provide supervision for children. 

• Parents or guardians remain responsible for the behaviour and safety of their children at all times. 

 

3. Appropriate Behaviour 

 

Members are expected to:

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• Treat all members and visitors with respect and courtesy. 

• Avoid behaviour that could be considered intimidating, abusive, discriminatory or inappropriate. 

• Maintain a safe environment during meetings, workshops and displays. 

 

Any behaviour that threatens the safety or wellbeing of others may result in removal from the meeting/event or disciplinary action by the club committee. 

 

4. Photography

 

Photography at club meetings or events may take place for club publicity (e.g. website or newsletter). 

If photographs include young people, permission should be obtained from the parent or guardian. 

 

5. Safeguarding Concerns 

 

If a member has a concern about the safety or wellbeing of a child, young person or vulnerable adult at a club activity, they should report it to Andy Hillier, Welfare Officer or Stephen Snares, Safeguarding Lead – Committee Webmaster. 

The committee will consider the concern and take appropriate action if necessary.  

 

6. Safeguarding Contact 

 

The club committee members responsible for safeguarding concerns are: 

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Name: Andy Hillier 

Role: Welfare Officer 

Contact: info@ipmssouthendmodelclub.co.uk 

 

Name: Stephen Snares 

Role: Safeguarding Lead – Committee Webmaster 

Contact: info@ipmssouthendmodelclub.co.uk 

 

7. Insurance and Liability

 

• The club operates as a voluntary hobby group and does not provide professional supervision or care services. 

• Parents/guardians remain responsible for those in their care at all times. 

• The club will take reasonable steps to provide a safe environment but accepts no liability for unsupervised individuals. 

• Members and visitors should follow any safety guidance provided at meetings or venues. 

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8. Public Events and Model Shows 

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When the club participates in or organises public events, exhibitions, or model shows: 

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• This safeguarding policy still applies. 

• Children attending club stands or displays must be accompanied by a parent or guardian. 

• Members should avoid situations where they are alone with a child who is not their own. 

• Any concerns arising during events should be reported to a club committee member or the event organiser. 

 

9. Online Activity and Communications

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The club may use email, forums, or social media to communicate with members. 

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• Communication should remain appropriate and respectful at all times. 

• Members should not engage in private one-to-one communication with under-18s without a parent/guardian included. 

• No inappropriate content should be shared on club platforms. 

• Any concerns about online behaviour should be reported to the committee. 

 

10. Review

 

This policy will be reviewed periodically by the club committee. 

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Approved by:  Stephen Bailey (President) 

Date: 01/05/2026 

Next Review: 01/01/2026