Health and safety

Purpose and scope

This policy exists so that every participant, volunteer, mentor and staff member at a KiwiHacks event is safe, respected and supported. It sits alongside our Code of Conduct.

• It applies to participants aged 13 to 18, their parents and guardians, organisers, event staff and volunteers, mentors, guest speakers, vendors and venue staff, and anyone else present at the event.
• It covers every event location: the venue, sleeping and rest areas, and common spaces.
• It covers every part of the event: the lead-up, the 24 hours themselves, social time, and the wrap-up afterwards.

Our principles

• Everyone is treated with dignity, respect and fairness, regardless of gender identity, sex, ethnicity, disability, race or language.
• The safety and welfare of minors is the paramount consideration in every decision we make.
• No bullying, harassment, discrimination or inappropriate interpersonal conduct. Ever.
• Concerns are reported swiftly, handled sensitively, and kept confidential.
• We work to a duty of care: we reduce risk before, during and after events rather than reacting to problems as they arise.

Supervision and the venue

• Every venue is risk-assessed before the event: emergency exits, accessible bathrooms, safe sleeping and rest zones, lighting, and the security of every entrance and exit.
• Our staffing ratio is one member of staff to every fifteen participants, maintained for the full 24 hours including overnight.
• Events are closed-door. Only registered attendees, organisers, mentors and chaperones are allowed in, and venues are staffed with security.
• Participants stay within the event perimeter for the whole event unless staff explicitly give permission to leave.
• Parents and guardians are not able to remain in event spaces, for the safety and comfort of all participants.

Sign in and sign out

• Every arrival and departure is logged: time, name, guardian contact and signed consent.
• A minor can only leave the venue with explicit written parental consent.
• If a participant leaves before the end of the event without permission, we contact their parent or guardian and notify the Safeguarding Officer.

Mentor and participant boundaries

• Staff and volunteers are never alone with a minor, and do not interact with minors out of sight of other staff.
• One-on-one mentoring happens in visible, open spaces with at least one other volunteer present.
• Mentors and staff do not share personal contact details. Work emails, KiwiHacks Discord usernames and KiwiHacks phone numbers can be shared on request.
• All digital communication with participants happens over email or the KiwiHacks Discord, so it is visible to the team.
• Physical contact must be appropriate, participant-initiated, culturally sensitive, consenting and minimal.

Behavioural rules

• Unprescribed alcohol, tobacco, marijuana and any controlled substance is prohibited for everyone at the event, participants and staff alike.
• Anyone found under the influence at an event faces serious consequences. This is a KiwiHacks red line and will involve the relevant authorities.
• Inappropriate content (sexual, violent or discriminatory) in any communication or presentation is prohibited.
• Event channels are not for hateful content, advertising, soliciting, or harassing other people.
• Quiet hours, rest breaks, water breaks and individual health needs are respected by everyone.

First aid and medical

• Every event carries a fully stocked first aid kit, and an organiser who knows how to use it.
• Participants disclose relevant medical and health information in advance: allergies, conditions and medications.
• Emergency contact and guardian details are rapidly accessible to organisers from a secure location.
• Over-the-counter medication is only given where a parent or guardian has approved that specific medication, dosage and timing in advance.
• An incident log is kept for the whole event: time, person, description, and action taken.

Reporting a concern

If something is wrong, tell us. You will never face action for making a report, and you do not have to be certain before you speak up.

• Tell any organiser or the event's Safeguarding Officer. Their contact details are given to every attendee and family before the event.
• Concerns include bullying, harassment, discrimination or coercion; abuse or inappropriate behaviour; someone disclosing a personal safeguarding concern; a staff member crossing a boundary; or a mental health crisis.
• Staff and volunteers must escalate concerns to the lead organiser immediately, and every incident is logged on a formal report.
• In an emergency, call 111 first. Then contact KiwiHacks on 09 243 0984 or niko@kiwihacks.org immediately.
• All safeguarding incidents are reported within 18 hours, regardless of severity.
• Reports are confidential and only reach designated safeguarding personnel. Information is shared strictly on a need-to-know basis.
• There is no retaliation, ever, against someone who reports a concern or who experiences harm at an event.

If someone breaks the rules

• Consequences may include a warning, removal from the event, being sent home with guardian contact, or a ban from future KiwiHacks events.
• Serious breaches (abuse, violence, sexual misconduct) lead to immediate removal and referral to the authorities.
• Every action is fair, transparent, and consistent with the Code of Conduct.

Consent and parents

• A parent or guardian must give explicit consent before a minor can take part, including emergency contacts, medical and support needs, media consent, and any attendance restrictions.
• Parents and guardians receive the event schedule, arrival and departure times, the venue address, and contact details for the lead organiser and Safeguarding Officer.
• Parents and guardians are also bound by this policy and the Code of Conduct.

Review

• After every event, organisers run a safeguarding debrief covering incidents logged, lessons learned and feedback gathered.
• This policy is reviewed annually, and any change is communicated to future participants, staff and volunteers.