Policy Statement

Scalby Fair Organising Committee: Policy Statement

In accordance with the Fair’s Constitution dated 7 May 1978, updated on 18 February 2024 ‘The Organising Committee’ will meet at various times during the year, as notified by the Secretary, for the purposes of organising the Annual Week Long Fair and fulfilling the administrational duties outlined within the Fair’s Constitution.

Each and Every Member of the Organising Committee is an unpaid volunteer and has a role to play in achieving the aims of the Fair in accordance with the Constitution whilst at the same time safeguarding the general public, in particular the welfare of Young People under the age of 18 and Vulnerable Adults who attend Fair Events.

The committee encourages members of the public to attend the Fair, in order to raise funds for good causes and it recognises it has a duty of care to make sure, as far as is reasonably practicable and possible, that all those who attend can do so in a peaceful and secure environment and without fear of violation, intimidation, harm, abuse or discrimination.

As part of the committee’s desire to ensure this is achieved the following actions shall be fulfilled:

1. ROAD CLOSURE & RISK ASSESSMENTS
   The roads surrounding the fair site will be closed by a legal Road Closure Order (RCO) of North Yorkshire County Council who stipulate the warning signs to be displayed and where they must be sited so that motor vehicle drivers are aware of the closure. These notices will remain in place until all of the equipment has been dismantled and/or removed to a place of safety, not impeding the free flow of motor vehicles over the public highway.

In addition and as a matter of common courtesy and good neighbourliness a letter will be circulated to all dwelling houses, and the landlords of holiday rental properties situated within the road closure zone advising them of the closure times and requesting those occupants park their vehicles outside of the zone during the period of closure.

Where appropriate the Organising Committee will carry out a risk assessment (or revisit and update an existing risk assessment) in order to ensure that as far as is reasonably possible all risks are identified and action taken to minimise or mitigate those risks. This is particularly important for an event where participants have to use or cross the public highway and need to be protected or segregated from road traffic. In such circumstances the Organising Committee will always provide Safety Marshalls to ensure the participants’ safety is not compromised.

2. PUBLIC SAFETY ANNOUNCEMENTS
   Public announcements may be made, where appropriate, warning the public of any likely issues which may affect their safety or wellbeing. Those announcements, such as lost children for example, will be made by way of the Fair committee’s PA speaker system.
3. THIRD PARTY LIABILITY INSURANCE
   Stallholders or persons providing rides or entertainment will be required to provide satisfactory evidence of appropriate insurance before they are allowed to provide their services. The Organising Committee also has Public Liability Insurance cover.
4. TAKING OF PHOTOGRAPHS OR VIDEOS

The Organising Committee will adhere to the following policy:

• Where the committee wish to avail themselves of photographs or videos of the Fair to be used for future publicity or archive purposes then only a member of the organising committee (or bona-fide third party) who has prior authorisation is allowed to do so.
• Photographs or videos should avoid singling out individuals and be of a group of people in a natural setting without them being staged, organised or posed.
• However where it is felt appropriate to single out any person or persons, especially those under the age of 18 or vulnerable adults, then the photographer should seek verbal permission from the parent(s) or guardian(s) before taking the picture or video.
• If any person objects to being photographed or videoed then we will respect that request and ask them to move out of shot before taking any picture or video and thus avoid any accusation of invasion of privacy, harassment or breach of the peace.

5. YOUNG PERSONS AND VULNERABLE ADULTS
   The committee will take all reasonable and practical steps to protect vulnerable adults or young persons from harm, discrimination, or degrading treatment and to respect their rights, wishes and feelings and those of their parents and guardians.
6. FIRST AID
   As part of the Organising Committee’s desire to provide a secure and safe environment free from harm it recognises that accidents and/or medical issues can and do happen, and that there needs to be adequate first aid provision. The committee will ensure that experienced and qualified first aiders will be present throughout the Saturday Fair Day and will be situated in a clearly signed and prominent position.
7. BREACHES OF POLICY OR COMPLAINTS
   Incidents or allegations of a breach of this policy will be investigated and where necessary or appropriate the Organising Committee will refer the matter to the appropriate Authority.
8. UPHOLDING THIS POLICY
   The committee will endeavour to take whatever action it deems necessary or appropriate to uphold this policy at all times.

Last Updated: 5^th March 2026