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Visitor Protection & Safeguarding Framework

1. Safeguarding Commitment

AnimeCon Dublin, organised by Oakham Group Ltd., is committed to providing a safe, respectful, and inclusive environment for all attendees.

We recognise our responsibility to safeguard:

  • Children and young people under 18
  • Adults with care and support needs (as defined under relevant Irish legislation)
  • Disabled people
  • Individuals requiring reasonable adjustments

We adopt a zero-tolerance approach to abuse, harassment, discrimination, exploitation, or unsafe behaviour in any form.

This framework operates in accordance with:

  • Children First Act 2015
  • Children First: National Guidance for the Protection and Welfare of Children (2017)
  • Assisted Decision-Making (Capacity) Act 2015
  • Equal Status Acts 2000–2018
  • Employment Equality Acts 1998–2015
  • Safety, Health and Welfare at Work Act 2005
  • Data Protection Act 2018 & EU GDPR

2. Scope of This Policy

This framework applies to:

  • All staff and volunteers
  • Contractors and security personnel
  • Exhibitors, vendors, guests, performers and panelists
  • Cosplayers
  • All attendees

It covers all event spaces, including:

  • Exhibition halls
  • Panel rooms
  • Queuing areas
  • Outdoor areas controlled by the event
  • Official online platforms and event communications

Compliance with this policy is a condition of participation and entry.

3. Core Safeguarding Objectives

AnimeCon Dublin will:

  • Proactively safeguard the welfare of all visitors
  • Provide clear reporting pathways for concerns or allegations
  • Respond promptly and proportionately to safeguarding incidents
  • Promote accessibility and inclusion in accordance with the Equal Status Acts 2000–2018
  • Maintain effective collaboration with venue management, contractors, emergency services and statutory authorities
  • Record and store safeguarding information securely in line with Irish and EU data protection law

4. Key Definitions

Child / Young Person: Any person under 18 years of age.

Adult at Risk / Adult with Care and Support Needs: An adult who may require additional support due to disability, illness, mental health condition, age, or other circumstances.

Disability: As defined under the Equal Status Acts 2000–2018 and the Disability Act 2005.

Safeguarding: Proactive measures to prevent harm, and responsive action where concerns arise.

Harm / Abuse: Includes physical, emotional, sexual, financial, discriminatory abuse, neglect, harassment, grooming, stalking, or exploitation.

5. Designated Liaison Person (DLP)

Designated Liaison Person (DLP): Clive Norgaard Morton – Company Director

The DLP will be present onsite throughout operating hours and contactable via the organisers’ office.

Responsibilities include:

  • Receiving safeguarding reports
  • Assessing risk and determining action
  • Liaising with parents/carers where appropriate
  • Referring to statutory agencies when required
  • Liaising with Tusla (Child and Family Agency) and An Garda Síochána where required

Where required by law, concerns will be referred to:

  • Tusla – Child and Family Agency
  • HSE Safeguarding and Protection Teams (for adults at risk)
  • An Garda Síochána

Where roles involve regular contact with children or vulnerable adults, appropriate Garda vetting will be obtained under the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012–2016.

6. Code of Conduct

All attendees, staff, exhibitors, and participants must adhere to the following standards:

Respect & Behaviour

  • Treat all individuals with dignity and respect.
  • No harassment, bullying, stalking, hate speech, groping, or intimidation.
  • Respect personal space, pronouns, and boundaries.
  • No discriminatory behaviour based on protected grounds under the Equal Status Acts.

Cosplay & Consent

Cosplay is NOT Consent.

  • Always ask before photographing, touching, or hugging anyone.
  • No unwanted physical contact.
  • No sexualised comments or behaviour.
  • Sexualised costumes, performances, or props involving minors are strictly prohibited.

Photography

  • Photography must be respectful and non-exploitative.
  • Commercial or press photography involving identifiable children requires parental consent.
  • Event photographers will be clearly identified.
  • Attendees must comply with the event photography policy.

Weapons & Props

  • No real weapons permitted.
  • Prop weapons must comply with the event’s safety inspection policy and Irish firearms and offensive weapons legislation.
  • Breaches may result in:
    • Removal from the event without refund.
    • Ban from future events.
    • Referral to An Garda Síochána or statutory authorities.

7. Safeguarding Measures

7.1 Children

  • Children under 12 must be accompanied by a parent or legal guardian at all times.
  • Parents and guardians remain responsible for minors unless enrolled in an approved supervised activity.
  • A clearly marked Lost Child / Safe Point will be staffed by trained personnel.
  • If a parent or guardian cannot be located within a reasonable timeframe, or safeguarding concerns arise, An Garda Síochána will be contacted.

7.2 Adults with Care and Support Needs

  • Quiet / sensory rooms provided where possible.
  • Staff briefed on de-escalation and neurodiversity awareness.
  • Clear signage and accessible event information.
  • Reasonable adjustments implemented upon request.

7.3 Accessibility & Inclusion

In accordance with the Equal Status Acts 2000–2018 and the Disability Act 2005:

  • Step-free access where available.
  • Accessible toilets and facilities.
  • Companion / carer ticket schemes.
  • Assistance dogs permitted in accordance with Irish law.
  • Accessible communication formats where reasonably practicable.

8. Reporting Procedures

Any safeguarding concern must be reported immediately via:

  • The Organisers’ Office (DLP)
  • Venue Reception
  • Security Personnel
  • Email: [email protected]
  • Anonymous QR reporting form

All reports will:

  • Be documented confidentially
  • Be assessed by the DLP
  • Be escalated where necessary

If a child or adult is at immediate risk, emergency services will be contacted without delay.

Information will be shared strictly on a need-to-know basis and in accordance with the Data Protection Act 2018 and EU GDPR.

Protected disclosure protections under the Protected Disclosures Act 2014 (as amended) apply to individuals reporting concerns in good faith.

9. Allegations Against Staff or Volunteers

Allegations involving staff, volunteers, or contractors will:

  • Be handled by senior management
  • Be referred to Tusla and/or An Garda Síochána where required
  • Result in suspension pending investigation where appropriate

10. Data Protection & Confidentiality

Safeguarding records will:

  • Be securely stored
  • Be retained only as long as necessary
  • Be processed in compliance with EU GDPR and the Data Protection Act 2018
  • Be shared only where legally required or safeguarding risk necessitates

11. Monitoring & Review

This framework will be:

  • Reviewed annually
  • Updated in line with legislation and best practice
  • Revised following significant incidents where necessary

Contact Information

Designated Liaison Person (DLP) Clive Norgaard Morton Organisers’ Office – AnimeCon Dublin Email: [email protected]