Policies and Procedures

Record Keeping


The chaperone holds the register for the junior cast. This must be used during rehearsals and performances.

The Show diary

Is kept in the foyer for you to enter dates when you are not available and any other notes for the director and producer.

Accidents/Incident Book

The accident and Incident record book should be used in the event of any serious injury or incident



A fire drill will be held at least once during rehearsals and once again when the stage etc is in place.

All fire exits must remain clear of obstruction during rehearsals. Chairs are often placed in front of the main hall fire exits, these should be removed by the persons setting out the hall for rehearsals. During performances the main hall doors will be obstructed by chairs to an extent. This needs to be monitored to allow access.

Adults and children will be made aware of the fire exits through public announcements both at the start of the rehearsal dates and before each performance. Exits are through the kitchen, the main door in the foyer and the doors SL of the hall.

Power cuts

The emergency lighting for the village hall  is not currently (Dec 2012) working. A battery powered lamp we provide will give some light to the main hall. Crew will have torches to use in case of a power cut. Cast and public to remain seated while the Tech Crew try to restore power.

Upon detecting fire or smoke or a general hazard.

1 Attract everyone’s attention by sounding the fire alarm

2 Assign two people to escort children to the fire assembly point. Do not stop to collect belongings

3 Assign responsibility to remaining persons before leaving to: Check toilets, small room,   kitchen and store cupboard for children.

4 Collect register and take to assembly point.

5 Account for all children and adults.

6 Summon emergency help

No Smoking is allowed anywhere inside the village hall.

First Aid

There is a first aid box on  a hook in the kitchen of Northmoor village hall. Any persons attending rehearsals and performances holding a first aid certificate will be named in front cover of the accident book.

If a child falls ill or needs first aid the persons collecting them must sign the accident book.

Junior Cast

We have regard to the regulations for licensed child performers “Children in Entertainment” OCC, as good practice. However as we do not run performances for more than 4 consecutive days we are not required to hold a licence.

Chaperone/Child ratios for performances.   One chaperone per 12 children except where there are both boys and girls in which case there must be two chaperones.

For rehearsals.  A chaperone should be appointed if children are left alone for rehearsals. None are needed if all parents/nominated carers stay with the child.

A registration form must be filled in for all children including parental contact details.  These and will be available at all times.

Where children are left in the care of the Northmoor Players a register of attendance must be kept and all children signed out by their parent or authorised person unless there is written permission for them to walk home unattended.

Changing rooms.

Provision must be made for separate changing for boys and girls, either by relay or use of a curtain in the junior changing area.

Drinks and snacks will be provided during the interval on performance days and during tech and dress rehearsals.

Any accidents or incidents, including problem behaviour shall be entered into the general accident and incident book. Parents/carers must sign that they have been informed.

Safeguarding Children

A child will not be left alone with a single adult at any time. Group toilet breaks should be arranged for the younger children. Visitors to the junior dressing room should be accompanied by a known person.

Should a child confide information that makes you concerned for their well being write this down immediately and then  tell the director or the producer or stage manager or if this is unsatisfactory, talk directly to Social Services.

Should a child and/or their carers have concerns over inappropriate behaviour of the helpers, cast or other children they should feel free to approach the producer/director or stage manager.

Ideally chaperones should have a Criminal Record Bureau  Check run specifically for the Northmoor Players. Failing this the chaperone shall be a person known to the producer/director and the parents.


Children are not allowed in the kitchen unaccompanied.

Children are not permitted to exit the building unless accompanied by two helpers or their carers. Older children (13 plus)are allowed to exit to go home if they have written permission to do so.

Disruptive Behaviour

Any behaviour that is disruptive to the rehearsals or upsets any member of the cast will be dealt with  quickly by a verbal warning.

Serious problems will be recorded and reported to parents in the case of junior cast.

If we find a member of the cast and chorus is not able to control such behaviour we shall ask them not to continue with the pantomime.


Please be on time or let us know if you are going to be significantly late.

Phone 01865 300668 (there is an answer phone) or email sue@hollyhockcottage.co.uk

Please let us know as soon as possible if you cannot attend a rehearsal. You can write this in the show diary or contact the director as above.

Please don’t bring friends to rehearsals or performances without permission (unless they are volunteering!)

It’s a good idea to bring a drink in a secure top bottle. All that singing and dancing is thirsty work.

Please keep alert for your cues. Entrances and exits are marked in red in your script.

Please bring an up to date script and lyrics to all rehearsals. These are emailed to you at the start of the rehearsals for you to print out your own copy. If you have problems with this  let Sue  know.

Junior Chorus Rehearsal Etiquette

Please do not leave the large room without permission. An adult will wait in the hallway if you need the loo.

You may talk quietly but please make sure this is not so loud as to distract the cast.

We shall make sure you are busy rehearsing and when you are not acting you need to be paying attention to what is happening so you know when you are next on stage.

Please remain seated until you are needed on stage.

The director and their assistant are in charge during rehearsals.

Risk Assessment

Completed  date

Signed                                                                 Producer

Signed                                                                  Director

Signed                                                                  Stage Manager

A theatrical show is full of hazards. Backstage areas tend to be cluttered, chaotic and full of temporary constructions. There are many wires and electrical items that are temporarily installed. Our aim is to manage the risks as well as possible and to be aware of those that require vigilance.


No lock on doors to keep children inside.

Procedures in place to manage risk

Not possible to block fire doors. Supervision and clear rules about not going outside unaccompanied.


Plastic bags in use for costumes etc—danger of suffocation

Procedures in place to manage risk

Helpers to keep bags out of reach of  younger children. Put clothes etc in boxes or hangers whenever possible.

Further action

Organisers to ensure helpers have alternative storage to hand during performances


Falling and tripping on and back stage. High stage with no rails, steps have no hand rails.

Procedures in place to manage risk

Helper for children and cast to aid them in getting onto the stage.

Director to manage children’s positions on stage to minimise exposure to the edge of the stage.

Stage manager to keep clutter round steps to a minimum

Hazard tape round steps and trip hazards.


Trailing leads

Procedures in place to manage risk

Tape all leads down

Hazard tape to make trip hazards visible.

Keep leads on all appliances out of reach or tie wrapped down.

Fire Risks

No smoking is permitted in the building at any time.

Fire safety announcement to be made at the start of the performances.


Fire exits and easy egress blocked by chairs/tripods etc

 Procedures in place to manage risk

Organisers to keep to maximum or fewer numbers allowed in the hall.

Front of house to keep an eye on aisles and keep free of chairs etc.

Chairs etc to be cleared from blocking all fire exits during rehearsals and left clear on vacating the hall. Check this when setting up as chairs are often placed in front of the doors by other users.


Electrical fire

 Procedures in place to manage risk

Powder or CO2 fire extinguisher in place.

RCD breakers on all equipment.

Some VH equipment is equipment PAT tested.

Audio equipment tested by competent person.

Installation of lighting and sound equipment overseen by competent person.

Lighting equipment provided by rental company who do regular electrical safety checks.

Visual check of any extra equipment bought in (eg lamps),  by member of the technical crew.


Electrocution. Many electrical appliances in use for tech rehearsals and performances.

Procedures in place to manage risk

Access to power units in storage cupboard blocked by tech crew table and chairs. RCD breakers on all equipment.


Load in for Lighting—working at height, falling hazard and objects falling.

 Procedures in place to manage risk

Area under ladders to be kept clear. Tech crew to make use of tool pouches. All lights etc are chained to their lighting pole with safety chains. No person to work alone. Scaffolding towers to be used where possible. Only persons experienced in using ladders to be allowed to use them.


Alcohol poisoning risk to young children due to adults leaving drinks unattended/ Hot drinks burn hazard.

 Procedures in place to manage risk

All adults should be alert to this risk during performances both in the auditorium during the interval and the adult dressing rooms.

No alcoholic drinks to be allowed in the junior changing room. Helpers to place coffee/teas on the high shelf.


Burn hazards in kitchen

 Procedures in place to manage risk

No children should be allowed in the kitchen area.

Emergency Lighting/Fire Exit Signs

The battery powered emergency lighting and fire exit lights at the village hall are not working to date Dec 2012—action advise VH Committee.  This is a concern considering the frequency of power cuts in the village


Crowd panic and risk of accidental harm due to pushing and tripping in the dark especially if power failure is due to fire. Lack of illuminated sign-age to exits in case of fire.

 Procedures in place to manage risk

Use our own batteries to power a floor standing strong lamp positioned towards the middle fire exit. This can then be switched on in the event of mains power loss. Front of house crew will also have torches. Announcement to be included at the start of the show about staying in seats in the event of a power cut until the crew can help people out.

Tech crew to turn on the power unit in the large cupboard which will work with mains power to light up fire exits as this usually turned off. This will ensure the public see where the exits are prior to any power cut.

The fire exit sign at the rear of the main hall must be covered as the stage blocks this exit.

Site Security


Hall unsecured while expensive and potentially dangerous equipment is installed for the period covering the ten days around the week of the show.

 Procedures in Place to Manage Risk.

All key holders must lock up when they exit the hall. Enough key holders on the team so that users are not tempted to leave the hall open for others. VH asked to remind other users to keep the hall locked when they leave.

General village key in the box outside the village hall booking’s clerk’s house  to be kept inside the house for this period.

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