Safeguarding and incident reporting
Keep a clear record when something happens
A busy dance competition brings children, schools, spectators and a large Event team into one venue. MyDanceComp gives organisers one place to record accidents, first aid, near misses and safeguarding concerns, then follow each report through to an outcome.
One event record
More than an accident report form
Reports sit with the event, its running order and the people operating the venue. The organiser can see what is still open without sensitive details being passed around in messages or left on paper.
From report to follow-up
A process the Event team can actually use
A report starts where the problem happens and stays connected to the competition record until it is closed.
Record what happened
Capture the time, place, people involved, what happened, immediate action, witnesses and any first aid or emergency response.
Give it an owner
Mark the report open, being looked into or closed. Add the person responsible, follow-up actions, outcomes and external references.
Keep a usable record
Export one report or the event log as a PDF, include open reports in the end-of-day check, and review patterns across competitions.
At the venue
Raise a report from any role screen
Desk, Door, Stage, DJ, MC, coordinator, results lead and judges can open the same short report form without leaving their job screen.
- Works through a signal drop. The report saves on the device and syncs when the connection returns.
- Optional report-by-QR link. Let teachers, first aiders or other authorised people submit a report without an account. The organiser chooses whether to turn this on.
- Paper fallback. Print blank forms before doors open, then type the report into the same log afterwards.
Before doors open
Put the right people and information in place
The event pre-flight check shows whether a safeguarding lead and first aider have been named. Keep their details with the first aid location, assembly point, nearest A&E and event phone number.
Sensitive by design
Safeguarding details stay with the people who need them
Ordinary operational reports can be managed by the organiser. A private safeguarding report has tighter access, and opening it leaves an access record.
- Public venue screens show dancer numbers rather than full names.
- Independent entries from under-18s carry guardian details.
- Organisers choose what each role can see and do.
- The business console shows safeguarding totals, not the private report contents.
The organiser stays responsible for decisions
MyDanceComp records information and follow-up. It does not provide legal advice, decide whether an incident is reportable, or automatically contact a local authority, insurer, police, social care or another organisation.
Check your own safeguarding policy, venue procedures, insurance terms and current official guidance for the event you are running.
After the event
See what remains open before you close the competition
The end-of-day report includes incidents still awaiting follow-up. The organisation-wide Safety page brings reports from every competition together and helps spot repeat problems at the same venue.
Your event, one clear system
Ready to run your next competition differently?
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