POLICIES

See our Waite Collective Events page for information on our upcoming events.

Please see below for our Code of Conduct, Privacy Policy, Equality, Diversity & Inclusion Policy, Health & Safety Policy and Safeguarding Policy. All attendees at our Waite Collective events are expected to abide by our Code of Conduct:

Code of Conduct

We want to ensure a welcoming, inclusive and safe environment at all events.

We expect everyone participating in our activities to respect organisers and fellow participants.

We will not tolerate aggressive, discriminatory, disruptive, harassing or offensive behaviour.

If you witness or experience behaviour you are uncomfortable with, please speak to, or contact, an organiser who will ensure that this is dealt with and followed up appropriately.

We reserve the right to take action if we believe any individual is not acting in an appropriate manner or complying with the above terms – this includes refusing admission to the venue or activity, or asking people to leave the premises or activity, and taking appropriate action to enforce this.

Privacy Policy

At The Waite Collective, we take your privacy seriously and are committed to protecting your personal data. This Privacy Policy outlines how we collect, use, and safeguard your information in compliance with UK data protection law.

Contact Details

If you have any questions about this Privacy Policy or want to exercise your data protection rights, please contact us at:

Email: waitecollective@gmail.com

What Information We Collect, Use, and Why

We collect and use your personal information for various reasons, including to provide services, communicate with you, and manage our events. Below are the types of information we collect:

Information We Collect for Service Provision and Communication:

Personal details: Name, email address, phone number
Event-related details: Information required to book us for performances or to attend our events
Health information: Dietary requirements, allergies, and health conditions (if relevant for events)
Photographs and video recordings: Of attendees and performers at our events (for promotional use)
Communication records: Emails, phone calls, and records of meetings

Information We Collect for Marketing and Service Updates:

Personal details: Name, email address, and contact details
Marketing preferences: Consent to send you updates and information
Website usage data: IP addresses, cookies, browsing activity on our website

Information We Collect for Queries, Complaints, or Claims:

Personal details: Name, contact information, event-related details
Communication records: Emails, phone calls, written correspondence
Video/audio recordings: Of public events or public interactions for security or complaint resolution

Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a lawful basis for collecting and processing your personal data. The lawful bases we rely on are:

Consent: We will request your explicit consent to collect and use your data, especially for marketing purposes or photos/videos for promotion. You can withdraw consent at any time.
Contractual necessity: For example, processing your details to book or confirm an event.
Legitimate interests: For operational purposes such as maintaining records, handling complaints, and sending event updates.

Your Data Protection Rights:

You have the following rights under UK data protection law:

Right to Access: You can ask us for copies of your personal information.
Right to Rectification: You can ask us to correct information that is inaccurate or incomplete.
Right to Erasure: You can request we delete your personal data in certain circumstances.
Right to Restrict Processing: You can ask us to limit how we use your personal data.
Right to Object: You can object to certain types of data processing, particularly where it is based on legitimate interests.
Right to Data Portability: You can ask for your personal data to be transferred to another organization.
Right to Withdraw Consent: If we rely on consent for processing your data, you can withdraw it at any time.

If you wish to exercise any of your rights, please contact us at the email address provided above. We will respond to your request within one month.

Where We Get Personal Information From

We collect personal information directly from you when you:

Book tickets or perform with us
Communicate with us via email, phone, or our website
Attend events or participate in promotional activities

In some cases, we may receive information from third-party service providers (such as ticketing platforms) if you book through those services.

How Long We Keep Your Information

We will retain your personal information for as long as necessary to provide our services and comply with legal or regulatory obligations. This may include retaining certain records for a set period after an event or communication for accounting, legal, or safety reasons.

If you would like more specific details on how long we retain different types of information, please contact us.

Who We Share Information With

We do not sell your personal information, but we may share it with the following parties as necessary to deliver our services or as required by law:

Event organisers: To facilitate event bookings and coordination
Third-party service providers: For ticketing, payment processing, and hosting services
Marketing and promotional platforms: For sharing photos/videos and event promotions
Insurance companies: For coverage and liability purposes
Legal or professional advisors: If required for legal or contractual matters
Regulatory authorities: If required for compliance with laws
Emergency services: In case of safety or emergency situations

We may also share photos or videos of events on our website and social media platforms, which may include images of attendees (unless you specifically request otherwise).

How to Complain

If you are unhappy with how we process your personal data or wish to make a complaint, please contact us using the contact details above.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection matters.

ICO Contact Details:

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

Equality, Diversity, and Inclusion Policy

Introduction

At The Waite Collective, we are committed to fostering an environment that celebrates diversity and inclusion in all aspects of our work and community. We believe that everyone, regardless of their background, should have the opportunity to participate in, contribute to, and enjoy the events, activities, and experiences we offer. We are dedicated to creating a welcoming and accessible space for all, where people of all identities can feel safe, respected, and valued.

This policy outlines our commitment to equality, diversity, and inclusion, and provides a framework for how we work to ensure that our events—whether balfolk, ceilidh, workshops, folk clubs, or concerts—are inclusive and equitable for everyone.

Our Core Values

The Waite Collective is built on the values of:

Inclusivity: We welcome everyone, regardless of race, ethnicity, gender, age, sexual orientation, disability, socioeconomic status, or any other characteristic. Our events are open to people from all backgrounds and identities.
Respect: We treat all individuals with dignity and respect. We value diverse perspectives and encourage constructive dialogue in a supportive and open environment.
Accessibility: We strive to make our events accessible to all, providing the necessary accommodations to ensure everyone can participate fully, regardless of their physical, mental, or sensory abilities.
Equity: We aim to create fair opportunities for everyone, ensuring that no one is disadvantaged or excluded from participating in our events or community activities.

Commitment to Equality

The Waite Collective actively works to promote equality in all areas of our programming. We do not tolerate discrimination, harassment, or any form of exclusion. We are dedicated to:

Promoting Equal Opportunities
We are committed to providing equal access to all our events, ensuring they are open and welcoming to individuals from all communities. We will ensure that all our programming reflects the diversity of the populations we serve, and we will actively seek to include voices from underrepresented communities.
Creating an Inclusive Environment
We will ensure that our events are designed to be inclusive in nature, encouraging participation from all. This includes but is not limited to making sure venues are accessible, offering opportunities for people to engage regardless of experience level, and considering the needs of people from diverse backgrounds when designing our programs.
Challenging Discrimination
We will not tolerate any form of discrimination, harassment, or exclusion based on race, ethnicity, gender, gender identity, sexual orientation, age, religion, disability, or any other characteristic. Any discriminatory behaviour will be addressed promptly and appropriately.

Commitment to Diversity in Programming

We recognize the importance of diversity in the content and style of our events. The Waite Collective is committed to:

Reflecting a Broad Range of Voices
We will program a diverse range of events that reflect the richness of cultural and musical traditions, with an emphasis on representing voices from marginalized and historically underrepresented groups.
Encouraging Diverse Participation
We will work to ensure that people from all walks of life feel welcomed and valued at our events. We will support a diverse range of participants, including musicians, performers, dancers, and workshop facilitators, in order to enrich our community and enhance the cultural experience of our attendees.

Commitment to Accessibility

We believe that access to arts and culture should not be limited by physical or social barriers. Therefore, we are committed to:

Ensuring Physical Accessibility
We will select venues that are accessible to people with disabilities, providing reasonable accommodations whenever necessary, such as wheelchair access, or alternative formats for materials.
Supporting Neurodiversity
We understand that neurodiversity plays an important role in the fabric of society and culture. We will strive to make our events welcoming and supportive for individuals with varying cognitive and sensory needs.
Making Events Affordable
We recognize that cost can be a barrier for many people. We will explore options for low-cost or subsidized tickets and offer community-based programs designed to increase access to our events for all, regardless of financial means.

Creating a Safe and Supportive Environment

The safety and wellbeing of all participants at our events is our top priority. The Waite Collective will:

Provide Clear Guidelines for Behaviour
We will ensure that our community is a safe, supportive space by establishing clear behaviour guidelines. These will outline acceptable conduct and the steps to take if anyone feels uncomfortable or experiences harassment.
Offer Support Systems
We will provide resources for those who need support or wish to report any incidents of harassment or discrimination. Our team will be trained to handle concerns in a sensitive and respectful manner, ensuring that any issues are addressed promptly.
Foster a Culture of Respect
We will encourage respectful interaction between all participants, emphasizing empathy, kindness, and consideration in all aspects of our events.

Engaging with Feedback

We understand that creating an inclusive environment is an ongoing process, and we are committed to learning and evolving. We welcome feedback from our community and encourage participants to share their thoughts, concerns, and suggestions on how we can improve. We will:

Actively Seek Feedback
We will regularly seek feedback from event attendees, performers, and volunteers to gauge how well we are meeting our inclusion and accessibility goals. This will be done through surveys, open forums, and one-on-one conversations.
Review and Adapt
Based on feedback, we will review our policies and practices regularly, adapting them to better serve our community and address any identified gaps or challenges.

Conclusion

The Waite Collective is committed to creating an environment where everyone feels valued, respected, and able to fully engage with the cultural experiences we offer. We believe that by embracing and celebrating diversity, we can create a stronger, more vibrant community. We welcome all people—regardless of background, identity, or experience—to join us in creating an inclusive, welcoming, and supportive space for all.

If you have any questions about our Equality, Diversity, and Inclusion Policy, or if you need assistance or accommodations to participate in an event, please don’t hesitate to contact us.

Health and Safety Policy

1. Introduction

The Waite Collective is dedicated to ensuring the health, safety, and well-being of all attendees, performers, staff, and volunteers at our folk dance events, including Balfolk, ceilidhs, and workshops, as well as concerts and folk clubs. This policy outlines the steps we take to create a safe and enjoyable environment, while complying with health and safety regulations.

Our events are designed to celebrate the joy of folk music, dance, and community, bringing people together in a safe, welcoming atmosphere. Whether through the lively rhythms of Balfolk and ceilidh dancing, hands-on learning at workshops, or intimate performances at concerts and folk clubs, the safety and comfort of all participants are our highest priority. This policy provides guidance on how we aim to reduce risks, address health concerns, and ensure a positive experience for everyone involved.

2. Objectives

To ensure a safe environment for all participants at folk dance events (Balfolk, ceilidhs, workshops), concerts, and folk clubs.
To meet and maintain health and safety standards throughout all phases of event planning, execution, and post-event review.
To identify and manage potential risks and hazards associated with the various event formats.
To promote the physical and mental well-being of attendees by providing first aid services, clear emergency procedures, and health-related guidance.
To comply with all relevant health and safety legislation and best practices.

3. Risk Assessment

Before each event, a comprehensive risk assessment will be carried out to identify and mitigate any potential hazards. Specific considerations will include:

Event Format:
- Folk Dance Events (Balfolk, ceilidhs, and workshops) will focus on the safety of participants moving and interacting physically, particularly on dance floors.
- Concerts and Folk Clubs will consider seating arrangements, crowd management, and the acoustic environment to ensure comfort and accessibility.
Venue Risks: These include the condition of the floor (for dancing), accessibility, lighting, crowd flow, fire exits, and general venue safety.
Activity Risks: Injuries from dancing, particularly slips, trips, and falls during folk dancing events, or potential hazards during standing or sitting for extended periods at concerts or folk clubs.
Health Risks: Minimizing the risk of illness, particularly in enclosed spaces or during colder months, and encouraging good hygiene practices.
Crowd Management: Ensuring the venue’s capacity is not exceeded and that emergency routes are clearly marked and accessible.

4. Safety Measures

4.1 Event Venue

Folk Dance Events (Balfolk, Ceilidhs, and Workshops):
- Floors will be checked for safety, ensuring they are level and non-slip, particularly in dance areas.
- Ample space will be provided for dancers, with clear boundaries to avoid overcrowding and ensure instructors and participants have enough room to move and interact safely. Dance floors will be regularly monitored for safety.
Concerts and Folk Clubs:
- Concert venues will be laid out with appropriate seating arrangements to avoid overcrowding and ensure that emergency exits remain unobstructed.
- Adequate lighting will be provided throughout the venue, especially near exits, stages, and any potential tripping hazards.
- In folk clubs, seating will be arranged to ensure comfort, with sufficient space between groups for easy movement and social distancing, if necessary.

4.2 Participant Guidelines

Footwear: Suitable footwear is recommended for all events. For folk dance events (Balfolk, ceilidhs, and workshops), participants will be advised to wear flat, non-slip shoes. For concerts or folk clubs, comfortable shoes are recommended, especially for standing or walking.
Behavioral Expectations: Participants are encouraged to respect personal space and move carefully, particularly in dance environments. In dance workshops, instructors will provide clear guidance to avoid injuries and ensure participants’ well-being.
Health and Well-being: Participants should refrain from attending if they feel unwell or exhibit symptoms of a contagious illness. For workshops, attendees should only participate in activities they feel physically able to do and are encouraged to take breaks as needed.
Hydration and Rest: We encourage regular hydration breaks and the option to rest, especially during intense dance activities, such as ceilidhs and Balfolk. Water stations will be available.

4.3 Crowd Control

Folk Dance Events (Balfolk, Ceilidhs, Workshops):
- Staff and volunteers will monitor the dance floor and workshop spaces to ensure participants have enough space to move freely and safely. Areas will be clearly marked to avoid congestion.
- During ceilidh dances and Balfolk events, space will be provided for participants to move in circles or lines without obstruction, and volunteers will assist with guiding dancers when needed.
Concerts and Folk Clubs:
- Staff and volunteers will help guide attendees to seats and ensure that aisles, exits, and key areas remain clear at all times.
- For standing events, such as concerts or folk clubs, appropriate crowd control measures will be implemented to prevent overcrowding.

4.4 Health and Hygiene

Hygiene Practices: Participants will be reminded to wash hands regularly, particularly before eating, touching shared surfaces, or engaging in physical activity.
Health Recommendations: If there are any public health advisories (e.g., COVID-19), attendees will be advised on preventive measures such as wearing masks, social distancing, and not attending if they are symptomatic.
Food and Drink: For events with refreshments, proper food handling and hygiene protocols will be followed to ensure safety.

5. Emergency Procedures

In the event of an emergency, the following procedures will be in place:

First Aid: A first aid kit will be available, and event staff will be familiar with emergency protocols.
Evacuation Plan: Each venue will have clearly marked emergency exits, and staff will ensure these routes remain unobstructed. In case of emergency, staff and volunteers will assist attendees in evacuating safely.
Emergency Communication: Event managers will maintain a direct line of communication with emergency services to ensure swift responses in case of a serious incident.
Incident Reporting: Any accidents, injuries, or safety concerns will be reported and documented. An incident log will be maintained for review.

6. Staff and Volunteer Responsibilities

Training: All event staff and volunteers will receive training on the health and safety measures relevant to their roles, including crowd control, first aid, and emergency procedures.
Monitoring and Assistance: Volunteers will be stationed throughout the event to monitor participant safety, help with crowd management, and assist in case of accidents.
Clear Communication: Staff and volunteers will maintain clear communication with event coordinators to ensure that safety concerns are addressed promptly.

7. Communication and Signage

Signage: Clear safety information will be posted throughout the venue (e.g., emergency exits, first aid stations, and behavioural guidelines).
Announcements: Before and during the event, key safety messages will be announced, including reminders for attendees to dance safely, respect personal space, and take care of their health.
Event Guidelines: Any specific safety protocols, such as health-related restrictions (e.g., mask mandates), will be communicated to participants before and during the event.

8. Reporting Concerns

If any attendee, staff member, or volunteer notices a safety issue, they should immediately report it to an event coordinator or designated volunteer. All concerns will be taken seriously and addressed promptly to ensure the safety of everyone involved.

9. Conclusion

The Waite Collective is committed to hosting a diverse range of events—folk dance events, concerts, and folk clubs—in a way that prioritizes the safety, health, and enjoyment of all attendees. By following the guidelines in this health and safety policy, we aim to ensure that everyone has a positive and secure experience while enjoying the vibrant and inclusive world of folk music and dance.

This policy will be reviewed regularly to ensure it remains up-to-date with current best practices and legal requirements.

Safeguarding Policy

1. Introduction

The Waite Collective is committed to ensuring that all individuals attending our events, including children, young people, and vulnerable adults, can participate in a safe, welcoming, and supportive environment. This Safeguarding Policy outlines our approach to safeguarding and the procedures we follow to ensure that children and vulnerable adults are protected from harm. We adhere to the principles and guidelines set forth by the English Folk Dance and Song Society (EFDSS) and other relevant safeguarding authorities.

2. Scope

This policy applies to all events run by The Waite Collective, including but not limited to:

Balfolk events
Ceilidh dances
Concerts
Folk clubs
Workshops

It is applicable to all attendees, volunteers, staff, and performers involved in these events, particularly where children, young people, or vulnerable adults are present.

3. Safeguarding Principles

We believe that:

The welfare of the child and vulnerable adult is paramount in all considerations and activities.
Children and vulnerable adults should never be placed at risk of harm through any activities conducted by The Waite Collective.
All participants have a right to enjoy events free from abuse, neglect, exploitation, and discrimination.

Our safeguarding practices are informed by the following core principles:

Respect for individual dignity and the rights of all persons.
Prevention of harm and safeguarding against abuse.
Prompt action in response to concerns regarding the welfare of children or vulnerable adults.
Full compliance with relevant safeguarding legislation, including guidance from EFDSS.

4. Responsibilities and Contact Information

Safeguarding Leads

The Waite Collective has appointed Mal Waite, Rebecca Holmes and Katrina Turner as Safeguarding Leads to oversee safeguarding practices and address any concerns.

All event staff, volunteers, and performers are required to be familiar with this policy and adhere to the safeguarding procedures outlined.

5. Supervision of Children

All children attending events must be accompanied by a responsible adult (parent, guardian, or designated caregiver).
Children are not permitted to attend events without adult supervision. The responsible adult must remain with the child throughout the event.
The Waite Collective does not offer child-specific services such as child-minding or childcare, and we do not take responsibility for the supervision of children during the event. This remains the responsibility of the attending adult.
For events that involve physical activity, such as dances and workshops, parents or guardians must ensure that the child is physically capable of participating in the activities.

6. Reporting Concerns

If any staff member, volunteer, participant, or attendee has concerns about the welfare or safety of a child, vulnerable adult, or other event participants, these concerns must be reported immediately to a Safeguarding Lead.

Reporting Steps:

Immediate action: If you believe a child or vulnerable adult is at immediate risk, call emergency services (999) and report the situation to a Safeguarding Lead as soon as possible.
Internal Reporting: For concerns that do not pose immediate risk, report them to a Safeguarding Lead using the contact details provided above.
Confidentiality: All concerns will be handled confidentially. Only those with a need to know, such as safeguarding officers or relevant authorities, will be informed.

7. Risk Assessments

Before each event, a safeguarding risk assessment will be conducted to ensure the environment is safe for children, young people, and vulnerable adults. This includes:

Ensuring the physical environment is free from hazards.
Identifying areas where children or vulnerable adults may be at risk.
Ensuring appropriate supervision arrangements are in place for both children and vulnerable adults.

Risk assessments will be reviewed regularly and updated as necessary.

8. Safe Recruitment of Volunteers and Staff

The Waite Collective is committed to the safe recruitment of volunteers and staff involved in running events where children or vulnerable adults may be present. As part of our recruitment process:

Staff and volunteers will receive safeguarding training that covers relevant procedures and protocols.

Should our events change to include regulated activities:

All staff and volunteers will be required to undergo a background check, such as an enhanced Disclosure and Barring Service (DBS) check.
References will be sought for all new volunteers or staff working directly with children or vulnerable adults.

9. Code of Conduct for Volunteers and Staff

To maintain a safe environment, The Waite Collective requires that all staff, volunteers, and performers follow a clear code of conduct:

Always ensure the safety and well-being of participants.
Never engage in any form of abuse, neglect, or inappropriate behaviour.
Maintain a professional and respectful relationship with all participants.
Report any concerns regarding the welfare of children or vulnerable adults immediately.
Never work alone with children or vulnerable adults in isolated areas, unless pre-agreed by the event organizers and the responsible adult.
Avoid any unnecessary physical contact with children or vulnerable adults.

10. Training and Awareness

All staff and volunteers will receive appropriate safeguarding training to recognize signs of abuse or neglect and know how to respond to concerns appropriately.
Ongoing education will be provided to ensure staff and volunteers remain informed of the latest safeguarding practices and legislation.

11. Responding to Allegations or Disclosures

If a child or vulnerable adult discloses that they have been harmed or are at risk of harm:

Listen carefully to what the individual is saying and offer reassurance.
Do not press the individual for more information or make promises of confidentiality.
Immediately report the disclosure to a Safeguarding Lead for appropriate action.
Document the disclosure and the actions taken in a factual, clear, and concise manner.

12. Conclusion

The Waite Collective recognizes the importance of safeguarding in creating a positive and supportive environment for everyone attending our events. By following the procedures outlined in this policy, we aim to ensure that children, young people, and vulnerable adults are protected, respected, and able to participate in our activities in a safe manner.