Children and Teens’ programme at Meeting for Sufferings 1st March 2025

Step 1 of 8

3) Emergency contacts
This information enables us to contact those who need informing in the event of an emergency.

Please provide contact details for two individuals
The first person should be the person who has parental responsibility or guardianship of the participant.
The second person should - where possible - be at an alternative address to the first contact.
First emergency contact * REQUIRED
This should be the person with parental responsibility or guardianship of the participant.
First Last
First emergency contact: Relationship to the participant * REQUIRED
Children and young people in care
If the participant is a 'looked after child' or 'ward of court' please tick the relevant boxes.
- Looked after child
- Ward of court
In care details * REQUIRED
If the participant is a 'looked after child' or 'ward of court' please provide relevant details.
First emergency contact: Address during the event * REQUIRED
Street Address Address Line 2 City Region Post code Country
First emergency contact: Phone number (landline)
First emergency contact: Phone number (mobile) * REQUIRED
First emergency contact: Email (one that is checked regularly) * REQUIRED
Secondary emergency contact * REQUIRED
We require a second emergency contact in the event that we are unable to make contact with the person with parental responsibility.
It is preferable that this person is a a different address to the Emergency contact stated above.
First Last
Secondary emergency contact: Relationship to the participant * REQUIRED
Secondary emergency contact: Address during the event * REQUIRED
Street Address Address Line 2 City Region Postcode Country
Secondary emergency contact: Phone number (landline)
Secondary emergency contact: Phone number (mobile) * REQUIRED

4) Participant needs
This helps us plan for or be aware of any needs the participant may have and how this might affect the support we provide and our facilitation at the event. You may find it helpful to read the following:
Why we ask about participant needs explains why we ask for this information.
With health condition this means that if the participant is taken ill we have the appropriate information to hand to health care professionals.
Asthma * REQUIRED
Asthma emergency * REQUIRED
If relevant, please detail actions to take in an emergency

Please describe what signs or symptoms indicate an asthma attack for the participant.
Please state what signs and symptoms indicate an asthma attack. Please also include any information that we might need to know (for example admitted to hospital in the last year for asthma, the type of inhalers they use) IMPORTANT! If the participant uses a SMART or MART medicine regimes, please provide information on action to take in an emergency.
a) Allergies * REQUIRED
e.g. dietary, medication, chemical, environmental etc
a) Allergies emergency * REQUIRED
If relevant, please detail actions to take in an emergency (in relation to allergies)
In the event of a medical emergency:
Please describe what signs or symptoms indicate an emergency for the participant.
Please detail the action to be taken in the event of an emergency,
• if and how medication should be administered and the amount
• any special precautions in relation to the medication that should be taken, e.g. signs that medication should not be given, any side effects that we need to know about
• the procedures we should take in an emergency
• include anything medical professionals need to know
• besides yourself, who should be notified, e.g. specialists, GP.
a) Allergies detail * REQUIRED
.Please give further details to enable us to appropriately support the participant. .
• explain how it affects the participant (e.g. regularity, impact).
• if they have needed emergency treatment or have been admitted to hospital in the last year.
• if relevant how it can be avoided, prevented or minimised.
• detail any action we may need to take for example if there are any support needs (in the box below please detail how we should respond in an emergency).
• if relevant give the contact details for medical professionals or social worker.
b) Cognition and learning needs * REQUIRED
(e.g. Dyslexia, ADHD, Dyspraxia etc)
b) Cognition and learning needs detail * REQUIRED
Please give further details to enable us to appropriately support the participant.
• what are the characteristics of their need
• what type of situations do they find particularly difficult?
• what might indicate that they are struggling or finding something challenging?
• what strategies help them to manage their need?
• are there any adjustments that would further their participation?
• to what extent does their need impact on their life i.e. do they have additional support provided e.g. extra help in school, specialist support, a statement of SEN, an EHC plan (what does this recommend)? What support do they require to further participation?
• if relevant and appropriate give the contact details for supporting professionals
c) Communication and interaction needs * REQUIRED
(e.g. Autistic spectrum condition, support from a speech and language therapist, hearing impairment etc)
c) Communication and interaction needs detail * REQUIRED
Please give further details to enable us to appropriately support the participant.
• what are the characteristics of their need
• what type of situations do they find particularly difficult?
• what might indicate that they are struggling or finding something challenging?
• what strategies help them to manage their need?
• are there any adjustments that would further their participation?
• to what extent does their need impact on their life i.e. do they have additional support provided e.g. extra help in school, specialist support, a statement of SEN, an EHC plan (what does this recommend)?
• what support do they require to further participation?
• if relevant and appropriate give the contact details for supporting professionals
d) Mental health conditions * REQUIRED
(e.g. panic attacks, depression, self harm, disordered eating etc)
d) Mental health conditions detail * REQUIRED
Please give further details to enable us to appropriately support the participant.
• what are the characteristics of their need
• what type of situations do they find particularly difficult?
• what might indicate that they are struggling or finding something challenging?
• what strategies help them to manage their need?
• are there any adjustments that would further their participation?
• to what extent does their need impact on their life (how regularly does it have an impact, what impact does it have)?
• if relevant and appropriate give the contact details for supporting professionals
e) Physical health conditions * REQUIRED
(e.g. Diabetes, Epilepsy, Migraine, Hyper-mobility Syndrome etc)
e) Physical health conditions emergency * REQUIRED
If relevant, please detail actions to take in an emergency (in relation to physical health conditions)
Please describe what signs or symptoms indicate an emergency for the participant.
Please detail the action to be taken in the event of an emergency,
• if and how medication should be administered and the amount
• any special precautions in relation to the medication that should be taken, e.g. signs that medication should not be given, any side effects that we need to know about
• the procedures we should take in an emergency
• include anything medical professionals need to know
• besides yourself, who should be notified, e.g. specialists, GP.
e) Physical health conditions detail * REQUIRED
Please give further details to enable us to appropriately support the participant.
• explain how it affects the participant (e.g. regularity, impact,)
• if they have needed emergency treatment or have been admitted to hospital in the last year
• if relevant how it can be avoided, prevented or minimised
• detail any action we may need to take (how we should respond in an emergency, and if there are any support needs)
• if relevant give the contact details for medical professionals or social worker
f) Sensory and physical needs details * REQUIRED
(e.g. impaired hearing, impaired sight, colour blindness, restricted mobility etc)
f) Sensory and physical needs * REQUIRED
Please give further details to enable us to appropriately support the participant.
• what are the characteristics of their need
• are there particular situations that they find particularly difficult?
• what might indicate that they are struggling or finding something challenging?
• what strategies help them to manage their need?
• are there any adjustments that would further their participation?
• to what extent does their need impact on their life (e.g. what impact does it have)?
• if relevant and appropriate give the contact details for supporting professionals
g) Social and/or emotional wellbeing * REQUIRED
e.g. young carer, third culture individual, low self esteem, or anything else we should be aware of to ensure the participant has appropriate support at the event
g) Social and/or emotional wellbeing detail * REQUIRED
Please give further details to enable us to appropriately support the participant.
• what are the characteristics of their need
• what type of situations do they find particularly difficult?
• what might indicate that they are struggling or finding something challenging?
• what strategies help them to manage their need?
• are there any adjustments that would further their participation?
• to what extent does their need impact on their life (how regularly does it have an impact, what impact does it have)?
• if relevant and appropriate give the contact details for supporting professionals
h) Medical treatment * REQUIRED
Does any of the above (a-g) require medical treatment
h) Information about medication * REQUIRED
If relevant please include the following information about the medication:
• the medication required and the condition it is for
• the amount taken and how the medication is taken e.g. tablets, inhaler, injection
• when the medication is taken (times of day, in an emergency)
• whether the participant can self medicate
• any side effects resulting from the medication that we need to know about
• any storage requirements for this medication (e.g. refrigeration, secure for a controlled drug). Please ensure that medication is sufficient and is clearly and correctly labelled, i.e. that it is in the correct container, with participant’s details, and indicates the dose taken each day.
h) Medication in an emergency * REQUIRED
The participant can be administered their medication by an adult team member in an emergency.
i) Able to participate * REQUIRED
I consider the participant to be medically and psychologically fit to participate in this event.
- Yes

5) Medical information
It is your responsibility to notify us, in advance of the event, of any changes in the medical information or medical treatment detailed on the enclosed form.
Any updates should be written, signed and sent to the administrator at (bymevents@quaker.org.uk).
You must also contact us if the participant is exposed to, or suffers from any infectious disease in the 4 weeks prior to the event. Informing us of this will not necessarily preclude them from attending the event. Decisions would be made on a case by case basis and in light of any vulnerable participants or team members who may be adversely affected by the infection.
Name of GP
First Last
Surgery Phone Number * REQUIRED
Surgery Address * REQUIRED
Surgery Name Street Address City Region Postcode Country
Date of last anti-tetanus injection
if known

Day
Month
Year
Medical permissions
Pain/Flu relief - the provision of pain/flu relief is not a service Britain Yearly Meeting events are obliged to undertake. We recognise that whist at events, participants can become unwell so ask that you indicate your consent or otherwise to pain/flu relief medication that may be given.
Ibuprofen * REQUIRED
Paracetamol * REQUIRED
Flu relief * REQUIRED
Plasters * REQUIRED
Plasters detail
Please provide detail (e.g. no plasters, no waterproof plasters, no latex, micropore ok etc)
Sting relief * REQUIRED
Sun cream * REQUIRED
We provide factor 30.
In the event of an emergency or accident.
Should your child/ward become ill or have an accident, every effort will be made to contact you as soon as possible.
In the event of an emergency or accident we will call the emergency services first. Healthcare professionals may give treatment immediately when it is in the young person's best interests.
For your child/ward to attend the event, you need to give the following permission:
Emergency treatment * REQUIRED
I give permission for any treatment deemed necessary and in the young person's best interests to be given by healthcare professionals. If you do not give permission your child cannot attend the event.
- Yes

6) Data protection
Use of data
In accordance with the UK Data Protection legislation and EU General Data Protection Regulation, permission must be granted by the parent/guardians or participant (if over 18) before any images may be taken and used, and for how the personal data can be used.

Quakers in Britain uses photography to attract new members, encourage people to take part in our activities and contribute to our funds.

Please indicate whether you give your consent for images of your child/ward to be used for these purposes in all of the following: print, website, e-books, other electronic formats and social media (Facebook, Twitter, etc.).
We do not identify people by name or meeting without specific, prior permission. We will not identify children and young people under the age of 18 by name, local meeting or where they live.
Some images or recordings may be kept permanently once they are published and archived by the organisation.

We may use images on collaborative work with other organisations e.g. Woodbrooke.

These will be the copyright of Britain Yearly Meeting (the legal name for Quakers in Britain), and any other intellectual property which arises in the recordings will also belong to Britain Yearly Meeting.
I can ask Quakers in Britain to stop using my images at any time, in which case they will not be used in future publications but may continue to appear in publications already in circulation (contact BYM Data Safety Group to discuss at datasafety@quaker.org.uk)
I can complain about the use of my image/audio by contacting Quakers in Britain Data Safety Group at datasafety@quaker.org.uk
Image consent * REQUIRED
Do you actively consent to the the participant's image being used under the above conditions?
Should you wish to withdraw your consent at any time, please contact: bymevents@quaker.org.uk
Picture * REQUIRED
We need a record of what the participant looks like, this enables us to delete any images taken of them during the event.
Please upload a picture of the participant
Max. file size: 32 MB.
Data consent * REQUIRED
Do you actively consent to the contact information you have provided being used to send promotional information about future events and opportunities?
Should you wish to withdraw your consent at any time, please contact: bymevents@quaker.org.uk

Event Consent
Event consents * REQUIRED
By submitting this form you confirm that you have read the guidance and information on this form and have completed all relevant sections accurately and in full. You will not be able to submit the form unless you complete all the following consents.
I give permission for the named participant to take part in this event.
I understand that there will be consequences if the participant breaks event boundaries – the most serious of which is to be asked to leave the event (if this happened the person with parental responsibility would be contacted).
I understand that if my child/ward has particular needs and I haven’t included this information on the form, or subsequently informed the staff in writing and this has a detrimental impact on the programme or other participants, Britain Yearly Meeting may have to withdraw them from the programme.
I understand that the Children Act (2004) requires that if a team member is concerned about the safety of a participant (or the safety of someone known to them) they are required to inform the event’s Safeguarding Coordinator.
I understand where relevant the information on this form will be shared with the venue, and if necessary with healthcare professionals.
Signature and event consents * REQUIRED
To be completed by the parent/ or legal guardian or social worker.
I have read the guidance and information on this form and have completed all relevant sections accurately and in full. I give my consent to the statements and requirements on this form and for the named participant to attend as stated. If you would like any further information or have any questions about any part of this form please contact
Mel Cook on melc@quaker.org.uk.
First Last

QForms

Online forms and surveys from quaker.org.uk

Children and Teens’ programme at Meeting for Sufferings 1st March 2025

Step 1 of 8

Children and Teen's Programme at Meeting for Sufferings - 1st March 2025

Completing the form.

About the Participant

1) About the Participant

Booking

2) Participant's dietary information

3) Emergency contacts

4) Participant needs

5) Medical information

Medical permissions

In the event of an emergency or accident.

6) Data protection

Use of data

Event Consent