Attendance
Keeping track of who attends and who doesn’t is important for safeguarding. When a project participant regularly shows up, it can be a sign that things are going well. But if someone suddenly stops attending or misses sessions often, it might mean they’re facing difficulties or are at risk.
Similarly, if people turn up who aren’t expected, it might raise questions about safety or boundaries. By noticing these patterns early, organisations can step in, offer support, and help keep people safe. Attendance isn’t just about numbers - it’s a key part of protecting those we work with.
Changes in attendance patterns
Changes in attendance can signal concern. In close-knit faith and community groups, missed sessions, lateness, or withdrawal may point to deeper issues like emotional distress or family problems. Stay curious, not judgmental - simple check-ins like “We’ve missed you - is everything okay?” can encourage someone to open up.
Low-level concerns matter. If something feels off, note it and share it with your safeguarding lead. Small signs can build a bigger picture. A safe culture encourages curiosity, open conversations, and knowing who to turn to. Safeguarding is about noticing the little things early and responding with care.
Unexpected attendance
Your organisation should have written rules about how to safely manage people who attend your activities or events unexpectedly.
Sometimes children, young people or adults at risk will want to join in with your activities without the knowledge of their parents or carers and may just turn up to your activities or events unexpectedly.
In these circumstances it is important to:
- Welcome them. Make sure they feel welcome and valued.
- Get some basic details. Establish their name, age (if a child), address and telephone number, if appropriate.
- Try to find out if they have any additional needs, (e.g. medication), so that you can respond appropriately in an emergency.
- Record their visit in a register.
- Ask if a parent/carer is aware where they are, and what time they are expected home.
- Encourage them to get permission from their parent/carer if they want to come again in future.
- Link the visitor with a regular attendee who can introduce them to the group and explain about the activity.
- On leaving, give the person some information with contact details and letter to give to the parent/carer inviting them to make contact.
Parents or Carers staying with groups
There may be occasions where parents/carers ask if they can stay to watch the children's group's activity. It is important that your organisation has a policy on this and that your team can clearly communicate it.
You should consider:
- Parents can be allowed to observe a group but not take part. A distinction should be made.
- Having a parent/carer there, can help some children settle into a group. After the settling in period, if a parent/carer wants to continue to stay on a regular basis, consideration should be given to them becoming a helper/worker but they would need to go through the same safer recruitment process as any other worker.
- Whilst a person watching may be known to some in the group, to the rest of the group, they are a stranger.
- Never leave a parent / carer alone with others in the group.
- Be aware that for some children with a disability, it may be appropriate for their parent/carer to stay with them. This should be considered on an individual basis.
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Page last updated: 05 November 2025