Incidents on site, reporting and communications

While we plan carefully for every aspect of WINGS, it’s important that everyone knows what to do in the unlikely event of an incident. 

In the event of a major incident, please remain calm and follow all instructions from WINGS volunteers and marshals. Group leaders are expected as far as reasonably possible to know the general whereabouts of their young people, and to have a system in place for regrouping, should an incident occur.

Reporting incidents on site

At WINGS, the safety and wellbeing of everyone on site is our top priority. If an incident occurs, it’s important that it is reported quickly and clearly so the right support can be given. 

  • Make sure the immediate area is safe and provide first aid if required 
  • Inform your subcamp team or the nearest WINGS event volunteer straight away 
  • For more serious incidents, contact the security or medical team (ScoutMed) immediately 

What happens after you report an incident 

Once an incident is reported: 

  • It will be logged and managed by the WINGS teams 
  • The appropriate teams (Medical, Security or Safeguarding) will respond 
  • Further support will be provided where needed 

Serious incidents will be escalated quickly to senior event leaders and, where appropriate, emergency services. 

On‑site response 

WINGS has dedicated Safety, Security and Medical Teams (ScoutMed) on site throughout the event. In many situations, these teams are able to respond more quickly than external emergency services and are fully equipped to manage a wide range of incidents. 

Working with emergency services 

WINGS works closely with local emergency services, including ambulance and hospital teams, who are aware of the event and ready to support if needed. 

  • Most incidents can be handled quickly by our on‑site Safety, Security and Medical Teams 
  • If hospital treatment is required, arrangements will be made with nearby medical services 
  • Any transport to hospital will be coordinated through WINGS teams, and a responsible adult will be required to accompany any young person 

Contacting emergency services 

All calls to emergency services should be made via the WINGS Security or Medical Team (ScoutMed), who are equipped to coordinate the appropriate response. For example, we are able to make sure emergency services can be brought onto site and have the quickest and safe direct access to the incident. 

If it is not possible to contact them directly and you need to call emergency services yourself, you must inform a member of WINGS volunteers immediately afterwards. 

When doing so, please provide: 

  • A clear description of the incident 
  • The exact location on site 
  • The expected time of arrival for emergency services (if known) 
  • Your name and contact details 

Missing or lost young person

At WINGS, the safety and wellbeing of young people is our highest priority. Any report of a missing or lost young person is treated as urgent and immediate. 

If a young person is missing 

A young person is considered missing if they are not where they are expected to be and their whereabouts are unknown. 

If you believe a young person is missing: 

  • Inform your subcamp team or a member of WINGS event volunteer team immediately 
  • Provide as much information as possible, including:  
  • Name and group 
  • Last known location 
  • Time they were last seen 

Do not delay reporting, even if you think they may return shortly. 

Once reported, WINGS volunteers will: 

  • Begin an immediate search of the area and relevant activity zones 
  • Contact the Security and Safeguarding Teams 
  • Provide support to the group while the search is ongoing 

If the young person is not quickly located, emergency services may be contacted and further safeguarding procedures activated. 

If you find a lost young person 

If you encounter a young person who appears lost, alone or distressed: 

  • Stay with them and reassure them 
  • Take them to a security team member, the information desk or your nearest subcamp hub 
  • Inform a member of WINGS event volunteer team as soon as possible 

Young people will never be taken to private or isolated areas, and trained volunteers will ensure they are cared for safely until reunited with their group.

Off-site activities

While on off‑site activities, Unit Leaders remain responsible for their young people. 

If a young person becomes separated off‑site: 

  • Follow the guidance provided by the activity team 
  • Notify a WINGS event volunteer or a programme volunteer immediately 

 

Working together to stay safe

The most important thing in any situation is to: 

  • Stay calm 
  • Follow instructions 
  • Support those around you 

By working together and following guidance, we can ensure the safety and wellbeing of everyone at WINGS.