VIQRC | Mix and Match | Lancashire Regional | (ES/MS)

Staff/Student ratios

P, S

• School groups will arrive with their own supervising adults who retain responsibility for their pupils.
• All Hallows will deploy a minimum of 3 supervising staff, including the event leader. VEX will provide regional manager.

Special needs / medical needs

P, S, V

• All visiting teams instructed to bring medical info and medication (e.g., inhalers, Epipens).
• All Hallows staff provided with a list of known medical needs where visiting teams supply it.
• First aid station located in the Main reception.

Food allergies

P, S, V

• Catering areas will not be provided; teams bring packed lunches.
• Nut-free guidance communicated to visiting schools.

Behaviour

P, S, V

• Code of conduct shared with visiting teams.
• Clear event rules displayed in pits and competition areas.
• Staff posted in corridors and pits to maintain safe conduct.

Smoking / vaping

P, S, V

• Smoking/vaping is prohibited anywhere on school grounds. Clear signage displayed.

Alcohol

S, V

• No alcohol permitted on school premises during the event.

Mobile phone use

P, S, V

• Pupils not to use mobile phones on premises
• Photo restrictions briefed (no photography of pupils without consent).

Other risks

P, S, V

• High footfall managed through one-way systems.
• Visitors held in reception until signed in and issued lanyards.

Staff expertise

P, S, V

• Event leader attended multiple VEX IQ events previously.
• All staff briefed on roles: registration, pit supervision, field management, safeguarding.

Medical issues

S

• Staff to disclose medical needs beforehand; none expected to affect duties.

Familiarity with pupils

P, S

• All Hallows staff familiar with site and safeguarding procedures.
• Visiting staff remain responsible for their pupils.

First Aider

P, S, V

• Qualified first aider on call throughout the event.
• First aid station in reception staffed all day.

Other risks/Safeguarding

P, S, V

• Staff wearing name badges and identifying lanyards
• All staff briefed on emergency evacuation routes.

Visiting adults to bring PhotoID and DBS documentation.

Activities

P, S, V

• Robotics matches, skills challenges, pits for building and programming, spectator areas.

Oversight

P, S, V

• Fields overseen by referees and trained volunteers.
• Pits supervised at all times by school staff and volunteers.

Safety management

P, S, V

• All electrical equipment PAT-checked.
• Extension lead wires to be placed carefully.
• Pit tables spaced to prevent crowding.
• Robots must be carried, not pushed or driven, when moving around the venue.

Managing transitions

P, S, V

• Timetabled match slots communicated clearly.
• One-way routes between pits and field.
• Staff positioned at junctions.

Breaks / downtime

P, S, V

• Designated lunch area.
• Pupils must remain with supervising adults during breaks.

Other risks

P, S, V

• Noise levels monitored—PA announcements kept safe and not excessive.

Security

P, S, V

• All external doors locked except controlled entry points.
• Reception staffed for visitor sign-in.
• Lanyards required for admittance.

Toileting

P, S, V

• Toilets allocated for pupils; separate staff/visitor toilets.
• Toilets separated from rest of pupils to maintain safeguarding.

Fire procedures

P, S, V

• Clear signage to fire exits.
• Staff briefed on evacuation points.
• Visitors briefed at opening ceremony.
• Fire assembly point: Main Playground.

Seasonal considerations

P, S, V

• Event occurs in late November—possible cold/wet conditions.
• Gritting undertaken if needed.
• All external movement minimised.

Weather

P, S, V

• No outdoor activities; weather unlikely to impact schedule.

Other risks

P, S, V

• Slips/trips: floors checked regularly.
• Cables placed sensibly.

Arrival

V, P, S

• Arrival time slightly later than school busses to minimise traffic issues.
• Site staff stationed in car parks to direct minibuses/coaches.
• Clear signage to reception. JCA to meet groups at reception.

Embarking/disembarking

P, S, V

• Vehicles unload only in designated bays.
• Staff supervise movement across car park.

Storage of equipment

P, S

• Teams directed to assigned pit tables.
• Heavy items lifted safely; staff available to assist.

Other risks

P, S, V

• Weather risk on arrival—gritted surfaces if required.
• Car park speed limit enforced.

Fire evacuation

P, S, V

• Event leader leads evacuation.
• Staff guide visitors to assembly point.
• Visiting staff take registers.

Emergency Base Contact

P, S, V

• Contact numbers held by event leader and school reception.

Access to required documents

P, S

• Event leader holds:
– Risk Assessment
– Medical/consent info for All Hallows pupils

Action if event overruns or contact is lost

P, S, V

• Visiting group leaders to phone base contacts as part of event closed procedure.
• If no contact is received, base contact to call event leader, senior staff, then escalate to emergency services if required.

Local/national emergencies

P, S, V

• School lockdown procedures in place and will be followed if necessary.
• PA system available for announcements.

Media relations

P, S, V

• Only the Headteacher or SLT authorised to speak to press.

Other risks

P, S, V

• Lost child procedure in place.
• Medical emergency handled by first aider in reception; ambulance called if required.