Policies

An overview
The Huddersfield Literature Festival (also referred to as the Festival or HLF) is a not-for-profit organisation based in Huddersfield, West Yorkshire. Funding is sourced from ticket sales, grants and sponsorship.

Aims and objectives
1. To celebrate the written word by bringing big name authors to Huddersfield and supporting local talent.

2. To promote Huddersfield as a cultural centre to rival others, not only in West Yorkshire but UK-wide.

3. To bring people and revenue into the town centre for multi-venue events and encourage spending in the town centre (shops, bars, restaurants).

4. To provide access to events for those who might not normally attend because of financial or social issues or for reasons such as disability and to encourage engagement with the arts.

Rules
1. The Festival is run as a not-for-profit organisation.

2. The Festival committee should meet four times a year, in August, November, February and May. Sub-committee meetings can be added where necessary and agreed and extraordinary committee meetings can be called by the Chair.

3. Committee members will be voted in annually at the August meeting.

4. The Festival committee posts may comprise: Chair, Vice-Chair, Secretary, Treasurer, PR & Marketing Officer, Volunteer Co-ordinator, Student Team Representative and any other roles added in by committee vote. The committee member holding each post will be voted in annually at the Festival committee meeting in August.

5. Minutes will be kept at each committee meeting and circulated to all committee members within two weeks of the meeting. Minutes should be formally adopted through being proposed and seconded and key issues should be formally adopted or defeated.

6. The Festival committee, Director and volunteers will abide by the Festival’s policies as set out below. Any transgressions will be investigated by the committee and reported on by the Festival committee.

7. The Festival committee, Director and volunteers should not carry out any activities that bring the Festival into disrepute or are in other ways detrimental to the success of the Festival.

8. At any time the organisation may be dissolved by a resolution passed by a two-thirds majority of those present and voting at a special general meeting of the organisation, provided that any property remains after satisfaction of all debts or liabilities. Such property shall, with committee approval, be given or transferred to such other institutions having objects similar to some or all of the objects of the organisation.

 

Policies

Access policy
The Huddersfield Literature Festival operates on the basis of equal opportunities and aims to actively encourage participation (performers, volunteers and audience) from a wide spectrum of society, irrespective of gender, age, race, ethnicity, nationality, sexual orientation, disability or religion. Events are open to all (events unsuitable for children will be promoted accordingly) and partner venues will all have disabled access. Events will be priced to encourage maximum participation, based on agreement with partners and the committee and there will be a minimum of three free events at every festival.

Data protection policy
The Festival will on occasion collect and use information about individuals, with the aim that all personal information is treated fairly, lawfully and correctly in accordance with the principles detailed in the Data Protection Act 1998.

Environmental policy
As an organisation, HLF is committed to keeping its carbon footprint low. We use a locally based, environmentally friendly printing service for our brochures and are committed to recycling materials where possible, and minimising and managing waste.

Fairtrade and ethics policy
HLF is proud to partner with organisations that support Fairtrade, for example venues providing Fairtrade coffee. We take an ethical approach with our activities and aim to provide honest and transparent information to partners and others involved in the festival.

Children and Vulnerable Adults Safeguarding Policy
The safety of children and vulnerable adults is paramount and all, without exception they have the right to protection from abuse. All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately and all members of the festival’s committee, staff and volunteers have a responsibility to report concerns.

For the purposes of this document children are regarded as any persons under the age of 18 years. The HLF share their definitions of abuse with Kirklees Council safeguarding guidelines.

Purpose of the Organisation
Huddersfield Literature Festival (HLF) is a not-for-profit organisation seeking to celebrate the written word and promote Huddersfield as a cultural venue across the UK. The aims of the Festival include bringing big name authors to Huddersfield and supporting local talent, bringing people and revenue into the town centre to encourage spending and to provide access to events for those not typically able to engage with the Arts.

The Festival Environment
HLF is organised by a volunteer committee and run by volunteers. HLF aims, in as so far is reasonably practicable, to provide a safe environment for all participants and those involved in Festival events.
Festival events will take part in the venues as listed in the programme. Some of these venues may be accessible by members of the general public and some will be admitted via ticketed entry. HLF will take reasonable steps to inform and involve parents, guardians and carers in order to work in partnership with us to ensure a safe environment for all activities in so far as is practicable. Where necessary, children and/or other members of vulnerable groups, should be accompanied by a parent, guardian or carer.

To Whom this Policy Applies?
This Policy relates to children under the age of 18 and members of vulnerable groups of any age whose needs are identified to the festival organisers prior to their arrival at the Festival. This should be done by contacting the address or telephone number at the foot of this document. Our festival actively seeks, wherever possible, to meet these needs, but must know beforehand in order to prepare support or to let you know we are unable to help.

Festival Personnel
The volunteers who organise and help with the festival are recruited by committee members. Committee members are identified by the Festival Director and are elected at the Annual General Meeting each year. Many of the volunteers are students from the University of Huddersfield.
The Festival Director and Deputy Director hold contact details for all personnel taking part in the Festival. All Festival personnel have been made aware of and support this Safeguarding Policy.
During all Festival events:
• Festival Personnel will wear HLF T-shirts to identify them
• At least one member of the committee will attend each Festival event
• Where there is more than one committee member, one person will be designated leader and should keep a record of any incident involving a child or vulnerable adult
• In the case of a problem any Festival personnel can be approached and will be able to identify someone who can help
• Each personnel will have a mobile phone with the numbers of the other volunteers and specifically - the designated leader
Any problem will be taken seriously and will be documented and dated. Depending on the nature of the problem, the incident will be reported to Kirklees Duty and Assessment Service and advice from the local council representative will be taken. If required, documentation will be supplied to the appropriate authorities, including the Police. Any concerns raised will be dealt with in confidence on a need-to-know basis only.

Preparation for Attendance at the Festival
The Festival rules include the requirement for children to be accompanied and supervised throughout the festival. This will be posted on the festival website, alongside this policy. The organisers are not responsible for the supervision of children or vulnerable adults during the festival. If parents/guardians/carers are not personally attending the festival with their child(ren) it is required that they make satisfactory arrangements to ensure that their child(ren) will be accompanied to the festival and adequately supervised by responsible adults acting on their behalf.
THE FESTIVAL MAKES IT CLEAR THAT ITS VOLUNTEERS DO NOT TAKE RESPONSIBILITY FOR ANY CHILD(REN) OR MEMBERS OF VULNERABLE GROUPS AT THE FESTIVAL.

Performance and Waiting Areas
The Festival Committee members and volunteers do not supervise children or vulnerable adults in the public and performance rooms or toilet accommodation. In performance and public areas there are usually festival helpers and volunteers but they are not responsible for the supervision of performers.
This means that parents/guardians/carers must make adequate arrangements for a suitable, responsible adult to accompany and supervise any participant under the age of 18 years.

Recording and Photography
During the Festival photographs may be taken for use in publicity by press or the organisers. An announcement is made about this before the start of each class and performers or their parents/guardians/carers have opportunity to refuse permission for their photograph to be taken or used.
Any professional photographers or press who are invited to an event will be made clear of HLF's expectations of them in relation to child protection.
HLF cannot take responsibility for the general public taking photographs during events.

Supporting Legislation
The Children Act 1989; The Police Act 1997; The Data Protection Act 1998; The Human Rights Act 1998; The Protection of Children Act 1999; The Criminal Justice and Court Services Act 2000; The Children Act 2004; The Vulnerable Groups Act 2006.

Policy Review (including Safeguarding Contact)
The HLF Committee will review the policy every Festival year to ensure continued effectiveness and make any necessary revisions.

Contact: Cat Lumb, Tel: 0161 3038412 or 07749881428 Email: cat.lumb@gmail.com
Kirklees Council Contact Numbers:
Kirklees Duty and Assessment Service
01924 326097 | 01924 326076 | 01924 431429
Kirklees Emergency Duty Service
01484 414933 (outside office hours)

 

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Contact: Michelle Hodgson, Festival Director
huddlitfest@gmail.com