● BE PART OF THE MAGIC

Chaperoning at GYWO.

Chaperoning is about helping every young performer feel safe, supported and able to enjoy doing what they love. Here’s what the role means, why it matters and everything you need to know before joining us.

WHAT IS CHAPERONING?

A safe pair of hands and a friendly face.

A chaperone is a trusted adult who looks after an allocated group of children during rehearsals and performances. You’ll help them move safely around the venue, keep an eye on their wellbeing, complete headcounts and make sure they always know where they need to be.

You don’t need to run the show or know every answer. GYWO staff remain responsible and available throughout; you are part of the team helping our young performers feel settled, confident and cared for backstage.

WHY IT MATTERS

Chaperones make every show possible.

Audiences buying tickets fill the auditorium; chaperones make it possible for our young performers to take the stage at all. Both are essential to keeping GYWO thriving and allowing us to continue creating these opportunities.

With enough caring adults backstage, young people can keep performing, spending time with friends, making new friends, building confidence and doing what they love. Every shift volunteered protects that experience and helps the next production happen.

01

Perform

Children can take part safely and enjoy their moment on stage.

02

Belong

They can spend time with friends and build brilliant new friendships.

03

Grow

They develop confidence, independence and memories that last.

PRODUCTION LEADERSHIP

Head and Deputy Head Chaperones.

For each production, these two volunteers provide a familiar point of contact and help keep communication consistent across the show run. They work alongside GYWO staff and remain responsible for the children in their own allocated dressing room.

01
Head ChaperoneBe the familiar, supportive point of contact for the chaperone team across the production.

Head Chaperones will work closely with GYWO staff throughout the rehearsal and performance period. The role does not replace the responsibility of GYWO staff; instead, Head Chaperones and GYWO staff will work together to help ensure that our children, young people and wider chaperone team are supported throughout the production.

Because the Head Chaperone acts as the main point of contact for the wider chaperone team, consistency across the production is important. Head Chaperones are therefore expected to attend all but one of the scheduled chaperone shifts during the show run. A Deputy Head Chaperone will also be appointed to support the role and provide continuity when the Head Chaperone is unavailable.

Head Chaperone applicants must hold a current chaperone licence. GYWO will review all applications and appoint one person to the role; applying does not confirm the role or add the shifts to your account straight away.

By applying to become a Head Chaperone, you agree to:

  • Take primary responsibility for the children allocated to your own dressing room, in the same way as any other chaperone.
  • Attend all but one of the scheduled chaperone shifts across the production, allowing you to become familiar with the children, chaperone team, dressing-room arrangements, routines and general running of the show.
  • Act as the first point of contact for other chaperones during the show run if they have a question, concern or need support.
  • Work closely with the Deputy Head Chaperone, ensuring that they are kept up to date with any important information, changes or concerns so that they can confidently step into the lead role when required.
  • Escalate anything you cannot resolve to a GYWO staff member or, where appropriate, to Will Mönek, Designated Safeguarding Lead (DSL).
  • Be familiar with the chaperone rota and dressing-room allocations so that you can help direct and support other chaperones where needed.
  • Help ensure that chaperones know which children they are responsible for and understand any important information relating to that rehearsal or performance.
  • Support other chaperones with minor issues, questions or concerns, while ensuring that this never compromises the supervision of the children in your own dressing room.
  • Be the first port of call if another chaperone needs temporary assistance, for example if they need help contacting a member of GYWO staff, dealing with an unexpected situation or accessing additional support.
  • Immediately report any safeguarding concern, injury, illness, missing child or significant incident to a GYWO staff member and/or Will Mönek (DSL), as appropriate.
  • Help reinforce GYWO's chaperoning procedures and expectations if another chaperone is unsure of what they should do.
  • Assist with communication between GYWO staff and the wider chaperone team, helping to pass on important information, updates or instructions where required.
  • Support emergency procedures, including helping to relay instructions to other chaperones, while remaining responsible for the children allocated to your own dressing room.
  • Remain calm, approachable and professional, particularly when other chaperones come to you for advice or assistance.
  • Inform GYWO staff if you become aware of a problem or concern in another dressing room, rather than taking over responsibility for that dressing room or its children yourself.
  • Ensure that your Head Chaperone responsibilities never result in the children allocated to your own dressing room being left unsupervised.

The Head Chaperone is there to provide an additional layer of support, consistency and communication between the chaperone team and GYWO staff.

You are not expected to manage every dressing room, supervise every child or resolve serious matters independently. GYWO staff remain available throughout the show run and will work alongside the Head Chaperone and Deputy Head Chaperone whenever support is required.

By accepting the Head Chaperone role, you confirm that you understand the additional responsibilities involved and are happy to work closely with GYWO staff, the Deputy Head Chaperone and the wider chaperone team throughout the production.

02
Deputy Head ChaperoneSupport the Head Chaperone and provide calm, familiar cover when they cannot attend.

Deputy Head Chaperones will work closely with the Head Chaperone and GYWO staff throughout the rehearsal and performance period.

The Deputy Head Chaperone is there to support the Head Chaperone, help maintain continuity across the production and step into the lead role when the Head Chaperone is unavailable. The role does not replace the responsibility of GYWO staff.

Deputy Head Chaperone applicants must hold a current, GYWO-verified local-authority chaperone licence. GYWO reviews applications after a Head Chaperone has been assigned; applying does not confirm the role.

By applying to become a Deputy Head Chaperone, you agree to:

  • Take primary responsibility for the children allocated to your own dressing room, in the same way as any other chaperone.
  • Work closely with the Head Chaperone throughout the production, keeping up to date with important information, changes, routines, dressing-room arrangements and any ongoing issues.
  • Be prepared to step into the Head Chaperone role when the Head Chaperone is unavailable, acting as the first point of contact for the wider chaperone team during that shift.
  • Support the Head Chaperone with questions, minor issues and communication from other chaperones, while ensuring that this never compromises supervision of the children in your own dressing room.
  • Be familiar with the chaperone rota and dressing-room allocations so that you can help direct and support other chaperones where needed.
  • Help ensure that chaperones know which children they are responsible for and understand any important information relating to that rehearsal or performance.
  • Assist with communication between GYWO staff, the Head Chaperone and the wider chaperone team, helping to pass on important information, updates or instructions where required.
  • Escalate anything you cannot resolve to the Head Chaperone, a GYWO staff member or, where appropriate, to Will Mönek, Designated Safeguarding Lead (DSL).
  • Immediately report any safeguarding concern, injury, illness, missing child or significant incident to a GYWO staff member and/or Will Mönek (DSL), as appropriate.
  • Help reinforce GYWO's chaperoning procedures and expectations if another chaperone is unsure of what they should do.
  • Support emergency procedures, including helping to relay instructions to other chaperones, while remaining responsible for the children allocated to your own dressing room.
  • Remain calm, approachable and professional, particularly when other chaperones come to you for advice or assistance.
  • Inform the Head Chaperone or GYWO staff if you become aware of a problem or concern in another dressing room, rather than taking over responsibility for that dressing room or its children yourself.
  • Ensure that your Deputy Head Chaperone responsibilities never result in the children allocated to your own dressing room being left unsupervised.

The Deputy Head Chaperone is there to provide additional support, consistency and communication across the chaperone team.

You are not expected to manage every dressing room, supervise every child or resolve serious matters independently. GYWO staff remain available throughout the show run and will work alongside both the Head Chaperone and Deputy Head Chaperone whenever support is required.

By accepting the Deputy Head Chaperone role, you confirm that you understand the additional responsibilities involved and are happy to work closely with GYWO staff, the Head Chaperone and the wider chaperone team throughout the production.

GOOD TO KNOW

Chaperone questions, answered.

Click any question for a friendly guide to the things you’re most likely to need. The full policy remains the definitive guide.

01What is my most important responsibility as a chaperone?

The children’s welfare always comes first — even before timings or the needs of the show. Please act straight away if a child seems unsafe, unwell, upset, exhausted or is not being supervised properly, and tell the Designated Safeguarding Lead or the nearest GYWO staff member.

02Do I need a chaperone licence to volunteer?

No — you can volunteer for our regular chaperone shifts with a valid, GYWO-verified DBS. We always prefer to have licensed chaperones wherever possible because this gives us more flexibility when arranging the rota. Head and Deputy Head Chaperone roles are different: applicants must hold a current, verified local-authority chaperone licence that covers the full production, and both roles follow application, GYWO review and formal assignment. If you’d like to become licensed, you can apply for a chaperone licence here. Please keep your DBS and licence details up to date in your profile and tell us if anything changes or expires.

03Which children am I responsible for?

At the start of your shift, a GYWO team member will give you a specific group and dressing room. Please stay with that group until a member of staff formally relieves or reassigns you. Never assume another chaperone has taken over — every handover must be clear and acknowledged.

04Can I swap groups or move to another dressing room?

Please don’t swap groups, combine groups or move rooms unless a GYWO member of staff specifically asks you to. If you need a comfort break, medical help or any other relief, contact the team and wait for an authorised replacement and a clear handover before leaving.

05Can I chaperone a performance that my own child is in?

Wherever reasonably possible, we won’t roster you for a performance in which your own child is appearing. If it is necessary, you will usually be allocated away from your child. You must supervise your whole assigned group fairly and must not leave your allocation to watch, help or attend to your child unless GYWO staff direct you or there is an immediate safeguarding emergency.

06Can I take photos or videos backstage?

No. Chaperones, volunteers, parent helpers and children must not take photos, video or audio on personal phones or devices backstage or in dressing rooms. Any authorised image must be taken by a GYWO staff member using a company device and in line with recorded consent. If you spot prohibited recording, ask for the device to be put away and tell GYWO staff — please don’t search the device or investigate it yourself.

07Can I use my phone while I’m chaperoning?

Please keep your phone silent and put away so your attention stays with the children. You may use it for an emergency or an authorised work message, provided this does not affect supervision. Please never post or share information about children, casting, backstage activity or incidents from your own account.

08What should I do when children move around the venue?

Keep the group together, follow the agreed route and complete a headcount at every important movement — for example between the dressing room, stage and break areas. Investigate and report any discrepancy immediately. Children should not be sent alone to another room or public area unless the approved production arrangements specifically allow it.

09What are the rules around dressing rooms and personal care?

Only authorised people may enter dressing and changing areas. Protect every child’s privacy and dignity, follow GYWO’s room allocations and stop any bullying, humiliation, sexualised behaviour, rough play or inappropriate exposure. Personal or intimate care should only happen where it is necessary, agreed and carried out in the safest, least intrusive way; please refer any concern or toileting accident to GYWO staff.

10What if a child is ill, injured or distressed?

Take every concern seriously and put the child’s wellbeing ahead of the performance. Stop them taking part if needed and seek help from GYWO staff or the appointed first aider. Call 999 if there is an immediate threat to life or serious injury, then alert GYWO as soon as you can. All accidents, illnesses, near misses and welfare concerns must be recorded and reported before you leave.

11What should I do if a child tells me something worrying?

Stay calm, listen and let the child use their own words. Reassure them that they did the right thing by speaking, but don’t promise secrecy. Ask only the minimum open questions needed to know whether urgent help is required — don’t investigate or confront anyone. Make an accurate record as soon as possible and report it immediately to the Designated Safeguarding Lead or an authorised safeguarding contact.

12How should I behave and communicate with children?

Be calm, respectful and age appropriate. Never shame, threaten, ridicule, frighten or favour a child, and don’t arrange private contact, gifts or secrets. Avoid being alone and out of sight with a child; if one-to-one support is unavoidable, remain observable or within hearing of another authorised adult and report the circumstances.

13When does my chaperone shift finish?

You remain responsible until every child in your group has been handed over through the agreed sign-out process and GYWO confirms that your duty has ended. Before leaving, return any registers or confidential information and make sure every incident or concern has been recorded and reported.

14Who should I contact if I’m worried?

Tell the nearest GYWO staff member straight away. The Designated Safeguarding Lead is Will Mönek on 07450 267136 or info@wigles.co.uk. In an emergency call 999. You can also contact Shropshire Safeguarding on 0345 678 9021, the Emergency Duty Team on 0345 678 9040, or the NSPCC Helpline on 0808 800 5000.