‍The Arts Guild’s Intention.

Whether in the building or out in the community, creating a culture of warmth and belonging, where everyone is welcome, is a key value of The Arts Guild.

The Arts Guild code of conduct applies to everyone participating in activities, programs, and services, and our social media and digital platforms. 

Be considerate, respectful, and patient. We all play a critical role in ensuring a positive environment and in protecting our culture, our reputation, and our organization. Your decisions will impact others, and you should take the consequences of your actions into account when making decisions. We won’t all agree all the time, but disagreement is no excuse for disrespectful behaviour. We will all experience frustration from time to time, but we cannot allow that frustration to become personal attacks. An environment where people feel uncomfortable or threatened is not a productive or creative one.

Be courteous. While we are a community organisation, approaching situations with compassion, strong organization, and flexibility will create a productive and effective environment. 

Be inclusive. We welcome and support people of all backgrounds and identities. Choose your words carefully. Always conduct yourself with compassion. Be kind to others. Do not insult or put others down. Harassment and exclusionary behaviour aren’t acceptable.

Do not harass others. In general, if someone asks you to stop something, then stop. When we disagree, try to understand why. Differences of opinion and disagreements are mostly unavoidable. What is important is that we resolve disagreements and differing views constructively.

Our differences can be our strengths. We can find strength in diversity. Different people have different perspectives on issues, and that can be valuable for solving problems or generating innovative ideas. Being unable to understand why someone holds a viewpoint doesn’t mean that they’re wrong. Don’t forget that we all make mistakes and blaming each other doesn’t get us anywhere. Instead, focus on resolving issues and learning from mistakes. 

Fun. Let’s not forget to have fun and find enjoyment in our creativity. Art is Life!

INFRACTIONS‍ ‍

It is in the interest of all parties that participants who do not adhere to the Code of Conduct or Policies or Procedures are dealt with promptly.

• An infraction is a breach of The Arts Guild’s Code of Conduct or Policies or Procedures while participating in an activity, program, or service. 

• Examples include but are not limited to perceived harassment or exclusion of others; not following the policies and procedures set out by The Arts Guild; unfair or discourteous actions/statements to staff member/volunteer or participants.

• The Arts Guild will not tolerate violence, theft, vandalism, or any other harmful acts.

• We reserve the right to remove anyone creating an unsafe or unpleasant environment. 

‍ REPORTING ‍

Anyone personally affected can report a perceived infraction.

The Arts Guild prioritizes marginalized peoples’ safety over privileged peoples’ comfort. The Arts Guild reserves the right to not act on complaints regarding:

• ‘Reverse’ -sims, including ‘reverse racism’, ‘reverse sexism’ and ‘cisphobia’

• Reasonable communication of boundaries, such as “leave me alone,” “go away” or “I am not discussing this with you.”

• Communicating in a ‘tone’ you don’t find congenial; this does not include shouting or raising your voice at someone.

• Criticizing racist, sexist, cissexist, or otherwise oppressive behaviour or assumptions.

‍ ‍If someone makes you or anyone else feel unsafe or unwelcome, OR if you see someone violating The Arts Guild’s code of conduct, policies, or procedures, please report it as soon as possible. Harassment and other code of conduct violations reduce the value of our spaces and events for everyone. We want you to be happy and safe. People like you make our space and events better for everyone. We understand that speaking about the harm we’ve experienced is difficult and often traumatizing. We strive to honour the courage of those who come forward. As such, we have several avenues for reporting harassment, discrimination, and inappropriate behaviour:

Anonymous Reporting.

You can make an anonymous report by mail (a name and email are not required) or using the form below.

We can’t follow up on an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence.

• Report [Digital] to the General Manager - option for anonymous reporting.

‍Formal Reporting. 

• You can make a personal report by mail:

  Attn: The Arts Guild Board of Directors (Private)
  115 Richmond Street
  Charlottetown C1A 1H7

• ‍ Via e-mail to the General Manager: bmarkham@theguildpei.com

• ‍ Via e-mail to the Board of Directors: board@theguildpei.com

• Contacting a staff member directly. The staff will ensure you are safe and cannot be overheard. A staff member or Guild board director you feel comfortable with and will help you with the written report.

ENFORCEMENT

Guiding Principles

• The review of a report is to be fair, impartial, and respectful to all parties. 

• Depending on the nature of the report, and subject to legal requirements, the person named in the report will be advised within 48 hours of the filing of the report with a clear outline of the infraction, subject to legal requirements.

‍ Consequences of Breach

Depending on the nature of the report, it may be the responsibility of The Arts Guild Board to interview the individual in breach as well as any witnesses present.

Unless the infraction relates to a Zero Tolerance Policy violation, it is the responsibility of The Arts Guild Board to afford the individual in question due process and procedural fairness.

Depending on the nature of the report this process may result in a written reprimand, removal from the space, permanent ban, further actions at the discretion of The Arts Guild Board, or legal repercussions.

‍A mediator may be appointed at the discretion of The Arts Guild Board.

Depending on the nature of the report, repeated engagement in unacceptable behaviour will face progressive consequences up to and including expulsion and a ban from The Arts Guild spaces, programming, and events. Policies which involve Zero-Tolerance, such as the Child Safe Environment Policy, are subject to different actions.

THE ARTS GUILD CHILD SAFE ENVIRONMENT POLICY

DRAFT - Updated 20 August 2024

This policy is a set of guidelines until formally adopted by the Vulnerable People's Working Group + Board of Directors.

NOTE: The Arts Guild operates in full compliance with all applicable federal and provincial legislation, including the Criminal Code of Canada and all relevant laws of the Province of Prince Edward Island.

‍ STATEMENT OF INTENT

The Arts Guild’s Child Safe Policy ensures that people aged 18 and under (referred to interchangeably as young people, children, minors and youth) can safely participate in The Arts Guild’s spaces as patrons, staff, short term and long term Tenants; and that in all of their relationships with the aforementioned bodies, all youth are safeguarded from physical, sexual and emotional harm while taking part. 

The Arts Guild requires that all staff, instructor, volunteer, production staff and other paid or voluntary helpers working with children follow the Code of Conduct and Policy set out below. The term “Guild Staff” covers employees, contractors, and volunteers. The term “Tenant” covers the employees, contractors and volunteers associated with Long Term and Short Term Venue Rental at The Arts Guild. To provide a safe environment for children and adults, The Arts Guild requires all people working with children to comply with the guidelines and procedures that make up this, the Child Safety Policy, adopted by The Arts Guild.

The Arts Guild takes a zero tolerance approach to any sexual abuse and has strict and enforceable policies regarding any infringements on all aspects of child safety. For the purposes of this protocol, child sexual abuse shall include any sexual activity in which the sexual integrity of a child is violated, for example; touching for a sexual purpose, exhibitionism, harassment, sexual exploitation, molestation, intercourse, luring, voyeurism, pornography, prostitution, bestiality, sexting, inciting a child to engage in sexual activity. This is not an exhaustive list of the sexual abuse which may occur to a child. 

Employees, guardians, and children are empowered and supported to safely raise any concerns or complaints about any perceived risks to a child’s safety or signs of abuse. The Arts Guild has developed a procedure to respond to any complaint of abuse or conduct not in keeping with this Policy and Code of Conduct, including means to take disciplinary action or rectify issues when necessary.

The Arts Guild’s Child Safety Environment Policy (1) is accompanied by:

• Appendix 1.a: The Arts Guild All Ages Show Policy

• Appendix 1.b: The Arts Guild Child Workshops Policy

‍The Arts Guild’s Child Safety Policy (this document) is required to complete each Appendix. 

‍ INCLUSIONS ‍

• Child Safety Code of Conduct

• Policy - External

• Procedures

‍CHILD SAFETY CODE OF CONDUCT

‍All people engaging with children at The Arts Guild will:

• Treat all children and young people with respect

• Provide a good example of acceptable behavior

• Enforce a zero tolerance approach to sexual abuse, bullying, and harassment

• Have relevant qualifications and checks as outlined in Child Safety Policy

• Enforce the supervision rules for Guild Guardians of young people

• Create a positive atmosphere for young people to improve their interaction with the arts and build self-esteem

• Respect everyone’s right to personal privacy

• Ensure work-originated relationships with young people are maintained in a professional context in all physical and online environments

The full suite of policies both explicitly and indirectly having implications for children at The Arts Guild are available for internal access HERE. Through active engagement with these policies, The Arts Guild will create an organizational culture of child safety by ensuring robust practices and policies that support all stakeholders to create a child-safe environment.

‍All safety concerns and allegations of suspected child abuse are subject to immediate response honouring The Arts Guild’s moral and legal obligations. The Arts Guild does not hesitate to take action to protect children from physical, sexual, emotional, psychological, and cultural harm. 

‍POLICY

NOTE: In this policy, “guardian” refers to legal guardians, parents, grandparents, other family members, and caregivers over the age of majority who have responsibility for the temporary or permanent care and well-being of a child.

Mandatory Background Checks

• All short and long term Tenants and their employees, contractors and volunteers who work directly with children must undergo Criminal Record Checks annually to undertake any work at The Arts Guild

• These checks are at a cost to the Tenant

• These checks are recorded in the Long Term Tenant’s files and must be available upon request

• Short Term Tenant checks are scanned and filed <<Policies and Procedures>> Police Checks and confirmed in the Policies and Procedures Register

• Tenants have an obligation to disclose new allegations or charges laid between annual checks. Appropriate action according to Procedures will be taken immediately.

• These checks will be renewed annually alongside signings of new leases

‍ ‍Training and Education

• For long term Tenants, annual training sessions on child protection and interaction guidelines are provided by The Arts Guild in March each year

• For long term Tenants, workshops on recognizing and reporting abuse are provided in March each year, booked on Policy and Procedure (P+P) Day

• Policy and Procedures renewals are undertaken annually with all stakeholders on P+P Day, or as new stakeholders commence engagement

‍ ‍Policies and Procedures‍ ‍

• All short-term Tenants are inducted into our Child Safety Policies and Code of Conduct, amongst other policies, upon first accessing the space, and as required due to updates or changes in policy

• Any long term Tenant Code of Conduct and Child Safety Policy will be kept with the Tenant’s lease agreement on file.

• Long Term Tenant representatives sign an understanding of The Arts Guild’s Child Safety Policies and Code of Conduct as part of annual lease renewal

• Clear definitions of acceptable and unacceptable behavior are outlined in Code of Conduct

‍ ‍Code of Conduct‍ ‍

• All Tenants must either have a Code of Conduct and Child Safety Policy and Procedures signed and approved by The Arts Guild or must undertake to adopt The Arts Guild’s Code of Conduct and Child Safety Policy. 

• The Arts Guild has rules against one-on-one interactions with children without supervision

• Personal relationships between Guild staff and children known to the staff via their work at The Arts Guild, outside of professional context, are prohibited

• The Arts Guild always enforces a requirement for respectful and professional behavior

Supervision and Monitoring

Unaccompanied children (18 and under) can only attend events at The Arts Guild where there are strict measures or policies in place for the protection of that child. These include:

• Workshops where The Arts Guild’s policies apply 

• Shows/Concerts promoted as All Ages or Youth Only events where The Arts Guild’s policies apply

• In all other instances, (for example, a visit to the Black Box space, attending a general admission show, or a meeting with a long-term or short-term tenant) the child must be accompanied by a guardian.

• The Tenant will ensure that Guild Guardians (adults with Criminal Record Checks that incorporate Vulnerable Person Checks) are present at all events at the ratios described: 

  • a minimum of two Guild Guardians must be present for any event involving minors

  • one Guild Guardian per three infants (under 22 months). 

  • one Guild Guardian per five toddlers (22 months to three years old). 

  • one Guild Guardian per ten pre-schoolers (three to five years old). 

  • one Guild Guardian for every 15 school-aged children (six years old or older). 

  • one Guild Guardian per every ten children aged 12 - 18. *

*Note that this ratio changes for children attending The Arts Guild to engage in workshops, or for All Ages Shows, both of which are subject to their own policies.

• Guild Guardians must not be alone with minors and must adhere to the two person rule above.

• Guild Guardians should strive to be within eye-line of other Guild Guardians or adults

• The Tenant will conduct regular evaluations and check-ins (Tenant meetings + post-event reports)

• The entire party is to be restricted to the areas of The Arts Guild explicitly referenced in their Agreement unless a staff member of The Arts Guild accompanies them.

‍ Safe Environment ‍

• The Arts Guild will conduct regular safety inspections of physical spaces, ensure accessibility, and remove hazards

• A zero-tolerance policy for bullying or harassment is outlined in Code of Conduct

‍Safe Environment - Photography

These protocols are for the taking and publishing of (in print or online) photos of children and young people up to 18 years of age. **This includes interns and school students.

‍The Arts Guild aims to protect the safety and privacy of child participants (audience members, workshop participants, etc.) by: ‍

• The Tenant must obtain informed consent from a guardian (including parents or caregivers) and child (if 15 years of age or older) for the use of images of child participants and audience members.

• The Tenant must ensure guardians education program participants are aware that professional photographers may be engaged for official and marketing use

• The Tenant must ensure that they only publish images that do not contain identifying information about children (e.g. school uniform, name) unless consent from guardians has been obtained

• The Tenant must ensure that photographers are not left unsupervised with children or have individual access to children, following The Arts Guild Guardian rules outlined in Supervision.

• The Tenant must ensure all documentarians or photographers have a relevant Working with Children Check, a copy of which must be provided and kept on file for the event.

• The Tenant must provide details to guardians about who to contact if they have concerns or complaints regarding the use of inappropriate images or inappropriate behavior in taking or publishing images.

‍ ‍Confidentiality

• The Tenant must ensure secure storage of personal information online and in paper files

• Strict confidentiality policies and procedures 

• Training for all staff on confidentiality requirements

Reporting Mechanisms

• Anonymous reporting is available alongside formal Incident Reports. This can be done via email, phone, or note

• The Arts Guild’s Senior Staff Member will manage reports

• Prompt investigation and response to all reports as outlined in Procedures

‍ Consent and Communication

• The Tenant will ensure informed consent from the guardian (if under 15) and the guardian and child (if above 15) regarding activities at The Arts Guild

• The Tenant will collect consent forms for all workshop activities involving children prior to commencement of activities. These will not be retained by The Arts Guild but will be available from the Tenant upon request.

• The Tenant will develop clear and consistent communication policies

• Policies will be communicated as follows: 

  • Plain English policies available on website and via social media messaging

  • Short and long term Tenant agreements, both written and verbally delivered upon receipt of first agreement, and upon update

  • Employee handbooks and agreements (includes volunteers and contractors), both written and verbally delivered upon receipt of first agreement, and upon update

  • Records of Criminal Record Checks and staff and Tenant agreements kept easily to hand and accurately filed

  • Public notices in our shared and private spaces within the building

  • Ticketing terms and conditions where required

  • Staff and Tenant training

• The Tenant will require staff to copy guardian in all communications with a minor

‍ ‍Emergency Procedures

• The Arts Guild will develop a detailed emergency action plan

• Twice yearly emergency drills and training will be undertaken, led by The Arts Guild and involving all Tenants

‍ ‍Regular Reviews and Updates

• Annual review of all policies and procedures will take place in February, during the lead up to P+P Day in March

• During this time, feedback will be solicited from staff and stakeholders

• Adjustments will be made and adopted in March based on new insights or regulations

‍PROCEDURE - Examples

Example 1:

‍There are rumours of minor-related misconduct on the behalf of the staff of a short term tenancy. These rumours reach The Arts Guild management first.

• The Arts Guild Management will record the details of the rumour using The Arts Guild Incident Report Form.

• The Arts Guild Management will report the matter to Child Protective Services (CPS) and follow their advice on further action to be taken.

• The Arts Guild Management will ask explicitly if the Tenant should be advised, or if any action should be taken, regarding confidentiality or legality. The CPS response should be recorded in the Incident Report Form.

• Actions to be taken at The Arts Guild’s discretion may involve immediate removal/suspension of the alleged offender until the matter can be resolved; suspension, postponement or cancellation of the show, event, or season; what are the financial implications of this

• Any action taken (disciplinary action, further communication) will be recorded on the same form.

• All matters are to be kept confidential until advice from the Board of Directors and The Arts Guild’s legal representatives has been obtained.

‍ ‍Example 2:

There is a report of minor-related misconduct on the behalf of a Guild staff member. This report reaches The Arts Guild Management first.

• The Arts Guild Management will record the details of the reusing The Arts Guild Incident Report Form.

• The Arts Guild Management will report the matter to Child Protective Services (CPS) and follow their advice on further action to be taken.

• The Arts Guild Management will ask explicitly if the Tenant should be advised, or if any action should be taken, regarding confidentiality or legality. The CPS response should be recorded in the Incident Report Form.

• Actions to be taken at The Arts Guild’s discretion may involve immediate removal/suspension of the alleged offender until the matter can be resolved; what are the financial implications of this.

• Any action taken (disciplinary action, further communication) will be recorded on the same FORM.

• All matters are to be kept confidential until advice from the Board of Directors and The Arts Guild’s legal representatives has been obtained.

‍ Example 3: 

‍A report or rumour of minor-related misconduct on behalf of a Short/Long Term Tenant reaches the Short/Long Term Tenant first. ‍

• The Tenant will record the details of the report using The Arts Guild Incident Report Form.

• The Tenant will report the matter to Child Protective Services (CPS) and follow their advice on further action to be taken.

• The Tenant will ask explicitly if The Arts Guild should be advised, or if any action should be taken, regarding confidentiality or legality. The CPS response should be recorded in the Incident Report Form.

• If CPS advise that The Arts Guild should be advised, the report will be taken to The Arts Guild Senior Staff Manager, who will note the details of the Report on their own version of the Incident Report Form.

• Actions to be taken at The Arts Guild’s discretion may involve immediate removal/suspension of the alleged offender until the matter can be resolved; what are the financial implications of this

• Any action taken (disciplinary action, further communication) will be recorded on the same form.

• All matters are to be kept confidential until advice from the Board of Directors and The Arts Guild’s legal representatives has been obtained.

‍Example 4: 

‍An observation, report, or rumour of minor-related misconduct on behalf of an audience member reaches Tenant Staff or The Arts Guild Staff.

• The Staff Member will record the details using The Arts Guild Incident Report Form.

• The Staff Member will report the matter to the key Tenant and to the Senior Guild Staff Member, who will together contact Child Protective Services (CPS) and follow their advice on further action to be taken. The Arts Guild Senior Staff Member will lead this action.

• The Arts Guild Senior Staff Member will ask explicitly if the public should be advised, or if any action should be taken, regarding confidentiality or legality. The CPS response should be recorded in the Incident Report Form.

• If CPS advise that no action is to be taken at this time, The Arts Guild Senior Staff Manager will note the details of this response in the Incident Report Form.

• Actions to be taken at The Arts Guild’s discretion may involve immediate removal/suspension of the alleged offender.

• Any action taken (disciplinary action, further communication) will be recorded on the same form.

• All matters are to be kept confidential until advice from Child Protective Services, the Board of Directors and The Arts Guild’s legal representatives has been obtained.

‍In the case of any of these actions, The Arts Guild will bear no responsibility for the financial implications of suspension, cancellation, or other actions, as any allegations of abuse or misconduct will indicate the violation of the policies laid out in this document.

Action following reporting will be in accordance with the legal requirements of Prince Edward Island.

‍Creation and Review

The Arts Guild’s policies are designed in consultation with relevant/necessary community stakeholders and delivered and enforced by The Arts Guild’s most senior staff member and members of the leadership team. 

The Policies and Procedures are reviewed at least quarterly, but on an as-needed basis, by The Arts Guild’s Senior Staff Member and leadership team.‍

THE ARTS GUILD: All Ages Show Policy

This Policy is a set of guidelines until formally adopted by The Arts Guild's Vulnerable People Working Group and Board of Directors.

Updated 20 August 2024

This Policy is an Addendum to THE ARTS GUILD CHILD SAFE ENVIRONMENT POLICY and must be read in tandem with it, in its entirety.

Policy For ‘All Ages’ advertised or ‘Youth Only’ advertised shows:

• One (1) Guild Guardian (see definitions in The Arts Guild Child Safe Environment Policy) per ten (10) patrons expected at the event, with a minimum of 2 Guardians for the first ten. 

• The Arts Guild must supply a staff member as part of The Arts Guild Guardian team.

• The Arts Guild’s onsite staff (example: sound technician, production contact) will count as a Guild Guardian if directly advised as part of Agreement.

• Note that because tickets are not pre-sold, there is no distinction made for age of ‘patrons’, to ensure that all patrons, who may be minors, are covered. Between 60 and 100 persons, a maximum of 6 Guild Guardians is reasonable, but for every 10 patrons above 100, an additional one (1) Guardian is required.

• Alcohol is only served at The Arts Guild at 19+ events.

• There is a ZERO tolerance approach to any level of abuse or suspect interaction at an All Ages or Youth Only advertised show. ALL offenders will be asked to leave immediately, and under-age offenders will be removed from the crowd and dealt with in a manner that ensures their safety.

• As a rule, Dressing Rooms will not be available for the use of underage artists and will be closed to all persons at the All Ages event. If Dressing Rooms are necessary, this must be advised and contracted in advance, and an additional continuous roster of two (2) concurrent Guild Guardians will be always required in Dressing Rooms when they are accessible to the event.

• The Gallery will be locked unless it is expressly part of the event. If open during such events, it will be managed by the Gallery Manager with a minimum of two (2) Guild Guardians

• The Box Office will be set up at the top of the stairs/entry to the Black Box Space to maintain a visual on the washroom area.

• There will be side-stage access only, limited to those appearing on-stage. There will be no ‘backstage’ area separate to the main Black Box audience space, managed by signage and Guild technical staff.

• The Richmond Street entrance will be locked for the duration of the show. Access to this area will be managed by the technical staff.

Procedure

• The Short Term Tenant must supply a list of Guardians, along with their Criminal Record Checks, who will be supervising their event/workshop no later than 48 hours prior to the event/workshop. In the case of the Short Term Tenant presenting a series or season, a full list of all possible Guardians, and their Criminal Record Checks, can be supplied one week ahead of the commencement of their season, and from that complete list, advise the list of attending supervising Guardians for each event at least 48 hours prior to the commencement of the event. The full list, Criminal Checks and list of each event/workshop’s supervising Guardians will be kept on file with the Agreement.

• A Code of Conduct (see The Arts Guild Child Safe Environment Policy) will be posted in prominent areas throughout the event, alongside reporting processes (see below) - example: front door entrance, box office area, washrooms, and within event space.

• Bag checks will be mandatory for all patrons upon entry. Alcohol will be confiscated but patrons will be allowed to enter the premises following confiscation. Illegal substances found in bag checks will result in LOREM for under 19 and police action for 19+.

• In Case of Emergency process - wristbands?

• Event signage and pre-event advertising will advise that in the event of any safety issues, a patron can locate a chaperone who will be wearing a clearly visible lanyard to report their concerns or an incident. The colour of these lanyards will be changed between events to lower the risk of duplication.

When a Guardian observes or receives a report of misconduct relating to a minor, the following procedural examples may apply:

• An adult patron is either seen or reported to be engaging inappropriately with young patrons (or any patrons).

  • Consult with the promoter and together remove offender

  • Report (using Incident Form) and ensure that promoter and The Arts Guild staff are fully aware of all actions taken, including provision of a copy of incident form, which will be kept on file. This is the result of the zero tolerance policy - there is no room for deescalation/intervention/3 strikes.

• A Guardian observes a minor interacting with another minor in a way that does not indicate consent:

  • Consult with promoter and together remove offender (either to holding area or from event by contacting parent/guardian for pick up)

  • Report (using Incident Form) and ensure that promoter and The Arts Guild staff are fully aware of all actions taken, including provision of a copy of incident form, which will be kept on file. This is the result of the zero tolerance policy - there is no room for deescalation/intervention/3 strikes.

• Any patron becomes unconscious for any reason: follow standard First Aid procedures and call 911, requesting police and ambulance.

• Minors participate in a violent altercation:

  • Intervene

  • Deescalate and advise consequences

  • Consult with the promoter and if required, together remove offender/s (either to holding area or from event)

  • Report (using Incident Form) and ensure that promoter and The Arts Guild staff are fully aware of all actions taken, including provision of a copy of incident form, which will be kept on file.

• Adults participate in violent altercations:

  • Consult with promoter and together remove offender/s (from event)

  • Report (using Incident Form) and ensure that promoter and The Arts Guild staff are fully aware of all actions taken, including provision of a copy of incident form, which will be kept on file. This is the result of the zero tolerance policy - there is no room for deescalation/intervention/3 strikes.

The Arts Guild: Children Attending Workshops Policy

Updated 20 August 2024

This Policy is an Addendum to THE ARTS GUILD CHILD SAFE ENVIRONMENT POLICY and must be read in tandem with it, in its entirety.

The Arts Guild Child Workshops Policy 

In most cases children will attend workshops run by Short Term Tenants (Venue Rentals) at The Arts Guild. 

The following points are outlined in The Arts Guild Child Safe Environment Policy but are reiterated here with a focus on direct interaction with minors.

This policy, and The Arts Guild Child Safe Environment Policy, are attachments to all Short Term Tenancy Agreements.

Consent and Communication

• The Tenant will ensure informed consent from a Legal Guardian (if the child is under 15) and the Legal Guardian and child (if above 15) about activities at The Arts Guild

• The Tenant will collect consent forms for all workshop activities involving children prior to commencement of activities. These will not be retained by The Arts Guild but will be available from the Tenant upon request.

• The Tenant will develop clear and consistent communication policies

• Policies will be communicated as follows: 

  • Plain English policies available on website and via social media messaging

  • Short and long term Tenant agreements, both written and verbally delivered upon receipt of first agreement, and upon update

  • Employee handbooks and agreements (includes volunteers and contractors), both written and verbally delivered upon receipt of first agreement, and upon update

  • Records of Criminal Record Checks and staff and Tenant agreements kept easily to hand and accurately filed

  • Public notices in our shared and private spaces within the building

  • Ticketing terms and conditions where required

  • Staff and Tenant training

• The Tenant will require staff to copy a Legal Guardian in all communications with a minor

Supervision and Monitoring

Unaccompanied children (18 and under) can only attend events at The Arts Guild where there are strict measures or policies in place for the protection of that child. These include:

• Workshops where The Arts Guild’s policies apply 

• Shows/Concerts promoted as All Ages or Youth Only events where The Arts Guild’s policies apply

• In all other instances, (for example, a visit to the Black Box space, attending a general admission show, or a meeting with a long-term or short-term tenant) the child must be accompanied by a parent or guardian.

• The Tenant will ensure that Guild Guardians (adults with Criminal Record Checks that incorporate Vulnerable Person Checks) are present at all events at the ratios described: 

  • a minimum of two Guardians must be present for any event involving minors

  • one guardian per three infants (under 22 months).

  • one guardian per five toddlers (22 months to three years old). 

  • one guardian per ten pre-schoolers (three to five years old). 

  • one guardian for every fifteen school-aged children (six years old or older). 

  • one guardian per every ten children aged 12 - 18.

• Guardians must not be alone with minors and must adhere to the two person rule above.

• Guardians should strive to be within eye-line of other Guardians or adults

• The Tenant will conduct regular evaluations and check-ins (Tenant meetings + post-event reports)

• The entire party is to be restricted to the areas of The Arts Guild explicitly referenced in their Agreement, unless accompanied by a staff member of The Arts Guild.

Procedure:

• The Short Term Tenant must supply a list of Guardians, along with their Criminal Record Checks, who will be supervising their event/workshop no later than 48 hours prior to the event/workshop. In the case of the Short Term Tenant presenting a series or season, a full list of all possible Guardians, and their Criminal Record Checks, can be supplied one week ahead of the commencement of their season, and from that complete list, advise the list of attending supervising Guardians for each event at least 48 hours prior to the commencement of the event. The full list, Criminal Checks and list of each event/workshop’s supervising Guardians will be kept on file with the Agreement.

• A Code of Conduct will be posted in prominent areas throughout the event, alongside reporting processes (see below) - example: front door entrance, box office area, washrooms, and within event space.

• The appropriate policy is to be communicated to the Short Term Tenant verbally during contracting and included in Tenancy Agreement.

• The appropriate policy is to be communicated by the Short Term Tenant verbally and in writing to their staff, coordinators, and chaperones.

• All minors are to be registered with full name, Emergency Contact number, email, and allergies/cultural support notes.