amended 15/08/2025
This is in two parts
- Documents provided prior to agreements being signed
- Documents to be available on the day
School year 2 and younger will do activities in the centre of the field “Extra Activity Area” e.g.
- standing long jump
- V S relays
- short sprints on the outside lane of the back straight
- shot put using tennis balls from the javelin runway
Part 1 – Documents provided prior to agreements being signed
Email from Helen Pogson (GSAL)
Hi Bob
GSAL Enterprises Ltd can proceed with the hire if you ensure and confirm that your main group leaders have enhanced DBS checks, and children barred list checks and are on the update service. We also need to please see your low level concerns policy or receive a satisfactory explanation as to why you don’t have one. Perhaps it is contained in your safeguarding policy or it could be in a separate code of conduct? And please complete a fresh booking form acknowledging the terms and conditions.
NB: Any parent volunteers (who may or may not have DBS checks) helping the main group leaders must be are supervised at all times by your main group leaders and not left alone with any children.
The following documents are attached for your attention:
- GSAL Enterprises Standard Terms and Conditions
- Ad hoc Booking Form
- Commercial Letting and Venue Hire Risk Assessment
To book, please:
- Complete and return the ad hoc booking form, acknowledging the terms and conditions.
https://www.valleystriders.org.uk/wp-content/uploads/Enterprises-Booking-Form_GSAL_May-2024-Valley-Striders-2025.pdf DONE - Confirm that the main group leaders have enhanced DBS checks, and children barred list checks and are on the update service. CONFIRMED
- Provide your low-level concerns policy (or indicate where it’s covered in your safeguarding policy/separate code of conduct, or provide a satisfactory explanation as to why you don’t have one). INCLUDED IN WELFARE/SAFEGUARDING POLICY
- Provide your site specific risk assessment for the event (less than 12 months old) – do you need a site visit for this?
https://www.valleystriders.org.uk/wp-content/uploads/Valley-Striders-Juniors-at-GSAL-Risk-Assessment-Summer-2025.doc - Thank you for providing your current safeguarding policy.
https://www.valleystriders.org.uk/wp-content/uploads/6.-VS-Safeguarding-Welfare-Policy-June-2025.pdf - Thank you for providing your Public Liability cover confirmation to 16.12.2025.
https://www.valleystriders.org.uk/wp-content/uploads/Publicandproductsliabilitycertificate.pdf - Are the dates and times you wish to book as follows?:
13/05/2025 2 hours 6:00-8:0027/05/2025 2 hours 5:30-7:3003/06/2025 1 hour 6:00-7:0010/06/2025 2 hours 6:00-8:0024/06/2025 2 hours 6:00-8:00- 01/07/2025 1 hour 6:00-7:00
- 08/07/2025 2 hours 6:00-8:00
- 22/07/2025 2 hours 5:30-7:30
- 05/08/2025 1 hour 6:00-7:00 cancelled
- 12/08/2025 2 hours 5:30-7:30
- 26/08/2025 2 hours 5:30-7:30
- 02/09/2025 1 hour 6:00-7:00
- 09/09/2025 2 hours 6:00-8:00
Other important information:
- Mon-Fri, term time hires can’t start before 18:00, and arrivals are only allowed from 17:50 onwards. Please do not arrive earlier for safeguarding reasons.
- Directions are available on our website. If you need further assistance accessing site/parking information etc, please contact us.
- In case of any emergencies during hire, the duty mobile number is: 07587 135862
- Our Child Protection and Safeguarding Policy is available on our website, and additional statutory guidance for safeguarding can be found on the Government website.
- Our safeguarding policy contains our Low-Level Concerns procedure, which may be helpful. Additionally, the statutory guidance on keeping children safe in out-of-school settings contains information on this.
- If you have any safeguarding concerns regarding a child attending one of your events, whether or not they are a GSAL pupil, in addition to following your own safeguarding procedures, please notify our Designated Safeguarding Lead, Helen Stansfield, immediately. Contact details below:
| Role | Name and Role | Contact Details |
| Designated Safeguarding Lead (DSL)/ Child Protection Coordinator | Mrs Helen Stansfield, Whole School DSL, Senior Deputy Head, Pastoral | Mob : 07435 789738 Senior School main reception: 0113 229 1552 ext 4379 [email protected] |
If you have any other questions or need assistance with the booking, please contact me or Andy. Looking forward to receiving the completed booking form, confirmation and the required documents soon!
Kind regards
Helen Pogson
Enterprise and Operations Administrator
Part 2 – Documents to be available on the day
The Customer shall ensure that all Customer Associate DBS records and all policies in relation to the following areas are available at the Hired Area for inspection by GSAL at all times:
(a) Safeguarding and child protection;
https://www.valleystriders.org.uk/wp-content/uploads/6.-VS-Safeguarding-Welfare-Policy-June-2025.pdf
Names of volunteers with “full” DBS
for 2-hour sessions – Bob Jackson, Kate Ball, Rachel Barton, Amanda Bonner, Joby Clark, Tom Dark, Lora Forster, John Keene, John Kendell, Ian Richards, Nicola Walmsley, Gary Watt (Alex Hammond, Jon Robson, Kathryn Sharp, Naomi Steere)
for 1-hour sessions – Jacky Burton, Alex Gostling, Ian Richards, Phillip Tedd
(b) Low-level concerns;
are included in the above
(c) Medicines;
Parents will be expected to bring medicines needed by the child, an example being inhalers
(d) Health and safety;
There are risk assessments for all activities
https://www.valleystriders.org.uk/wp-content/uploads/Valley-Striders-Juniors-at-GSAL-Risk-Assessment-Summer-2025.doc This includes Emergency out-of-hours contact for GSAL
(e) Fire evacuation;
Not applicable
(f) Staff/children ratios;
Minimum ratio will be 1:20 for secondary school children (including a safeguarding lead)
Minimum ratio will be 2:16 for primary school children (including a safeguarding lead)
(g) Risk assessments;
https://www.valleystriders.org.uk/wp-content/uploads/Valley-Striders-Juniors-at-GSAL-Risk-Assessment-Summer-2025.doc This includes Emergency out-of-hours contact for GSAL
(h) First aid;
A first aid kit will be available at the assembly area.
Parents will be asked to attend to their own children if first aid is needed
(i) Late arrival/collection of children arrangement;
Children must be accompanied to the athletics field by their responsible adult (usually their parent) bringing them to the site and it is the responsible adult’s responsibility to deliver them to their main group leader
For primary school children, responsible adults must remain on or by the athletics field during the session.
For secondary school children, responsible adults may return to their cars in the car park (having notified the leader of their car’s location) but may not leave site; they must then come back to collect the children 5 minutes before the session is due to end. Leaders will wait with children who are not collected.
(j) Management and supervision of children at the Hired Area
- overall management usually by Bob Jackson (for 2-hour sessions);
- overall management usually by Richard Irvine (for 1 hour sessions first Tuesday in the month)
- supervision of children by main group leaders (1 per group)
- supported by group assistants (2 per group for groups over 10)
- with parents nearby if needed
(k) Complaints.
https://www.valleystriders.org.uk/wp-content/uploads/6.-VS-Safeguarding-Welfare-Policy-March-2025.docx
NB Emergency contact phone numbers for parents not attending are available on Dropbox for the groups at the 2 hour sessions and on WhatsApp for the groups on the 1 hour sessions.