Emergency & Crisis Management Plan

Statement of Intent

ADL prioritises the safety and security of all young participants, staff, and chaperones during international tours, trials, showcases, and development programmes. This policy establishes operational protocols to manage emergencies, severe accidents, environmental crises, and missing child incidents swiftly and effectively.

Key Roles

• —On-Site Incident Commander (Tour Leader) - takes immediate command on the ground, coordinates initial local response, secures the group, and manages dynamic risks.
• —Designated Safeguarding Lead (DSL) - primary home-country contact; manages communications with statutory authorities, emergency contacts, and legal/insurance teams.
• —Group Chaperones & Staff - maintain continuous headcount, supervise non-affected participants, and execute immediate safety directives.

Phase 1: Missing Child / Participant Procedure

If a young person is unaccounted for during transit, at a venue, or within accommodation, staff must immediately initiate the following:

• —Step 1 (0-10 mins): Immediate lockdown & headcount - freeze non-essential group movement, re-verify participant count and last known location/time, check basic areas.
• —Step 2 (10-20 mins): Initial area search & venue notification - deploy pairs of staff to search the perimeter, notify local venue security, hotel management, or transport authorities.
• —Step 3 (20 mins max): Escalation to local police & ADL leadership - call local emergency services (999 UK / 911 US / 112 EU), provide a photo, full physical description, clothing, medical needs and passport details, notify the DSL and senior management.
• —Step 4: Parental notification & crisis management - the DSL/Tour Leader contacts the parent/carer with clear, verified facts and establishes a dedicated communication line for updates.

Phase 2: Major Medical Emergency or Severe Injury

• —Immediate medical care - call local emergency medical services immediately and render certified first aid within scope of training.
• —Staff accompaniment - a designated ADL staff member or chaperone must accompany the minor to the medical facility and remain present until parents arrive or legal release occurs (In Loco Parentis).
• —Parental & insurance activation - contact parents/carers immediately to explain medical status and activate ADL's international emergency travel insurance.

Phase 3: Critical Environmental / Security Crisis

Covers extreme weather, natural disasters, civil unrest, or terror incidents. Staff follow direct instructions from local government, embassy, and emergency services; the Tour Leader conducts a mandatory headcount and secures all participants at a designated safe assembly point; for foreign travel, the home nation's embassy or consulate is contacted to register the group and coordinate emergency evacuation assistance if required.

Phase 4: Crisis Communication & Media Management

• —Single point of contact - only the ADL Managing Director or a designated Crisis PR Lead is authorised to issue statements to the media, public, or social platforms.
• —Social media blackout - staff, chaperones, and participants must not post details, photographs, or speculation about an ongoing missing child or crisis incident on personal social media.
• —Parental updates - regular, accurate, and verified updates are delivered directly to parents/carers by the DSL or Tour Leader.

Post-Incident Review

Following the resolution of any missing child or critical emergency incident, ADL arranges professional counselling or debriefing support for affected participants and staff, completes a comprehensive written report within 24 hours, and reviews pre-departure risk assessments and operational protocols to prevent future occurrences.