The purpose of this policy is to:

• Protect life, health, and wellbeing

• Ensure a prompt and effective response to emergencies

• Reduce risk and disruption to operations

• Maintain clear leadership and communication during crises

• Safeguard organisational reputation and integrity

• This policy applies to emergencies or critical incidents arising from:

  • Events, pageants, and competitions

  • Training, rehearsals, and workshops

  • Office and workplace operations

  • Travel and accommodation

  • Community projects

  • Digital platforms and public communications

  It applies to all:

  • Directors and governance members

  • Management and staff

  • Contractors and consultants

  • Volunteers

  • Participants, contestants, and attendees

Emergency
An unexpected event requiring immediate action to protect people, property, or the environment.

Crisis
A serious incident that threatens safety, operations, reputation, or public confidence and requires coordinated organisational response.

These may include, but are not limited to:

• Medical emergencies or serious injury

• Safeguarding incidents

• Fire, evacuation, or structural hazards

• Natural disasters or severe weather

• Security threats or violence

• Serious accidents or fatalities

• Data breaches or cyber incidents

• Reputational or media crises

Pageanz Worldwide will:

• Identify foreseeable emergency risks

• Maintain emergency procedures for events and workplaces

• Ensure emergency contacts are accessible

• Brief staff and volunteers where appropriate

• Coordinate with venues and partners on emergency planning

Management / Event Leads

• Act as the initial point of coordination

• Ensure emergency procedures are followed

• Liaise with emergency services and authorities

• Escalate incidents to governance where required

Staff, Volunteers & Representatives

• Follow emergency instructions

• Prioritise safety and wellbeing

• Report incidents promptly

• Support calm and orderly response

Governing Body

• Provide oversight during major crises

• Support decision-making and external communication

• Review incident response and lessons learned

In an emergency:

1. Ensure immediate safety of all persons

2. Contact emergency services where required

3. Follow venue or site emergency procedures

4. Provide first aid where trained to do so

5. Secure the area where appropriate

6. Notify management as soon as practicable

Where children or vulnerable persons are involved:

• Safeguarding procedures take priority

• Appropriate supervision must be maintained

• Authorities will be notified where required

During emergencies or crises:

• Only authorised spokespersons may speak publicly or to media

• Information shared must be factual and approved

• Confidentiality and privacy must be respected

Social media commentary by individuals is strictly prohibited during crises.

Where appropriate, Pageanz Worldwide will:

• Suspend or modify activities

• Relocate or reschedule events

• Activate contingency plans

Decisions will prioritise safety and legal obligations.

All emergencies and crises must be:

• Documented accurately

• Investigated where required

• Reported to governance where appropriate

Records will be managed securely.

Following an incident, Pageanz Worldwide will:

• Review the response and outcomes

• Identify lessons learned

• Implement improvements

• Provide support to affected individuals where appropriate

Failure to comply with this policy may result in:

• Disciplinary action

• Removal from activities or roles

• Termination of engagement

• Referral to authorities where required

This policy must be read alongside:

• Health & Safety Policy

• Child & Vulnerable Persons Safeguarding Policy

• Risk Management Policy

• Media & Communications Policy

This policy will be reviewed:

• Every two years

• Following major incidents or crises

• When organisational or legislative changes occur

All individuals engaging with Pageanz Worldwide acknowledge their responsibility to comply with this Emergency & Crisis Management Policy.