Safeguarding

Safeguarding is the collective responsibility to protect the health, wellbeing, and human rights of children and adults, ensuring they can live free from harm, abuse, and neglect. Safeguarding is an integral part of UK PonyCon’s mission to organise spaces for everyone to celebrate their passion for My Little Pony.

Reporting safeguarding concerns

Safeguarding is everyone’s responsibility.

Concerns should be reported as soon as possible to:

  • Safeguarding Lead: Sam Haines, also known as Maz, the Chair

  • Deputy Safeguarding Lead: Martina Foster, also known as Sparkler, the Vice-Chair

  • The safeguarding email: safeguarding@ukponycon.co.uk

Reports can be made by attendees, staff, volunteers, or guests, or parents/guardians of these groups.

Safeguarding Policy

1. Purpose and Commitment

UK PonyCon is committed to providing a safe, inclusive, and welcoming environment for all attendees, staff, volunteers, contractors, guests, and partners. We celebrate creativity, friendship, and community, and we do not tolerate behaviour that puts others at risk or undermines their dignity.

This Safeguarding Policy sets out how we protect:

  • Children and young people

  • Vulnerable adults

  • Staff and volunteers, by providing clear guidance and procedures

This policy applies to all convention spaces, including panels, events, social areas, online spaces officially associated with the convention, and any off-site activities organised as part of the convention.

This policy works alongside our Code of Conduct and Anti-Harassment Policy, which can by found within the Entry Conditions of our Terms and Conditions at https://www.ukponycon.co.uk/terms-and-conditions. 

2. Legal Context (UK)

This policy is informed by UK safeguarding principles and relevant legislation, including:

  • Children Act 1989 & 2004

  • Care Act 2014

  • Equality Act 2010

  • Sexual Offences Act 2003

While UK PonyCon is not a regulated childcare or care provider, we recognise our duty of care to take reasonable steps to protect people from harm.

3. Definitions

Child / Young Person: Anyone under the age of 18.

Vulnerable Adult: An adult who may require additional support due to disability, mental health needs, illness, age, neurodivergence, or personal circumstances, and who may be at increased risk of harm or exploitation.

Safeguarding Concern: Any situation where a child or vulnerable adult may be experiencing, or be at risk of, abuse, exploitation, neglect, harassment, or harm.

4. Attendance and Supervision

  • Everyone aged 17 or under must be accompanied at all times by a responsible adult aged 18 or over.

  • Parents and guardians remain responsible for the supervision, behaviour, and wellbeing of children in their care at all times.

  • The convention is not a childcare service.

  • Certain events, panels, or spaces may be age-restricted.

5. Expected Standards of Behaviour

5.1 Behaviour Towards Children and Vulnerable Adults

The following are strictly prohibited:

  • Sexualised behaviour, language, or imagery involving minors

  • Any creation, sharing, commissioning, or promotion of sexual content involving minors, including fictional or stylised depictions

  • Grooming behaviour or attempts to form inappropriate relationships

  • Bullying, intimidation, stalking or exploitation

  • Unwanted physical contact

  • Hate speech, including racist, xenophobic, homophobic, transphobic, or otherwise discriminatory remarks (e.g. shouting that people should “go home”)

These behaviours are grounds for immediate removal from the convention and may be reported to external authorities.

5.2 Photography and Media

  • Do not photograph or film children without the explicit consent of their parent or guardian.

  • Respect requests not to be photographed.

  • Members of the press and media (including journalists from both mainstream and community publications) may be present at the convention. Refer to our Press and Media Policy at https://www.ukponycon.co.uk/rules.

6. Staff and Volunteer Responsibilities

All staff and volunteers must:

  • Act in a professional and respectful manner at all times

  • Maintain appropriate boundaries with attendees

  • Avoid being alone with a child or vulnerable adult where possible

  • Never engage in private or secretive communications with minors

  • Never provide alcohol or drugs to minors

  • Immediately report safeguarding concerns

Abuse of a position of trust — including moderation roles, staff authority, or online access — will be treated as a serious safeguarding breach.

7. Online Spaces and Moderation

This safeguarding policy applies to official online spaces, including forums, Discord servers, social media, and moderation teams.

  • Sexual content involving minors (including fictional depictions) is strictly prohibited

  • Moderators and staff are held to higher standards of conduct

  • Any safeguarding concerns involving online activity will be treated as seriously as in-person concerns

8. Reporting Safeguarding Concerns

Safeguarding is everyone’s responsibility.

Concerns should be reported as soon as possible to:

  • Safeguarding Lead: Sam Haines, also known as Maz, the Chair

  • Deputy Safeguarding Lead: Martina Foster, also known as Sparkler, the Vice-Chair

  • The safeguarding email: safeguarding@ukponycon.co.uk

Reports can be made by attendees, staff, volunteers, or guests, or parents/guardians of these groups.

9. Responding to Concerns

When a concern is raised, the convention will:

  • Take the report seriously

  • Prioritise the safety of those involved

  • Record the incident

  • Take proportionate action, which may include:

    • Removal from the event

    • Revoking badges or access

    • Banning from future events

    • Contacting venue security or emergency services

    • Reporting to statutory authorities where appropriate

The convention may act without waiting for proof if immediate safety is at risk.

10. Confidentiality

Information will be shared only on a need-to-know basis. Absolute confidentiality cannot be guaranteed where safety or legal obligations require escalation.

11. Policy Review

This policy will be reviewed regularly and updated as needed to reflect best practice and lessons learned.

12. Statement of Values

UK PonyCon is an inclusive, international community. We celebrate diversity and reject hatred, abuse, and exploitation in all forms. Friendship is magic — and safeguarding is part of how we protect it.