Hi Everyone,

 

We are looking forward to welcoming your children to the Prom on Thursday evening. Following confirmation that the Red Weather Warning has been extended to Thursday, the Prom Committee has carefully reviewed the arrangements for the event and, after considering the measures we have in place, we are planning for the Prom to go ahead 😊.

 

The Committee has updated the event Risk Assessment to include additional measures to reduce the risks associated with the extreme heat (attached). These measures include free drinking water and refill stations throughout the venue, a designated welfare area for any student feeling unwell, volunteers monitoring student wellbeing, regular reminders encouraging hydration and rest breaks, increased ventilation within the venue, shaded outdoor seating areas, posters displayed around the venue highlighting the signs and symptoms of heat-related illness, and clear procedures for responding to any concerns relating to heat-related illness.

 

While we have taken steps to make the event as safe as possible, attendance during a Red Weather Warning is not without risk. For the event to proceed, it is important that parents and students understand these risks and play their part in helping to manage them.

 

We therefore ask all parents of children attending to:

1. Read the attached Risk Assessment.

2. Ensure your child is well hydrated, well rested, and has not consumed alcohol prior to the event.

3. Make sure your child is aware of the signs and symptoms of heat-related illness – posters will be situated around the venue.

4. Remind your child that all students are expected to follow the "buddy-buddy" system. If they begin to feel unwell, experience symptoms of heat-related illness, or notice these symptoms in a friend or another attendee, they must inform an adult immediately.

5. Ensure your child brings a reusable water bottle. Bottles must be empty on arrival but can be refilled throughout the event.

6. Water stations will be available throughout the venue… please note, water directly from the tap is NOT suitable for drinking.

7. Remain contactable throughout the evening and be able to collect your child promptly should organisers become concerned about their wellbeing.

 

Other important updates and reminders:

1. Students are welcome to wear whatever they feel is most suitable and comfortable in the heat, including shorts and a T-shirt. Those who wish to wear formal attire may also bring a change of clothes and change at the venue.

2. Students may choose to arrive later in the evening when temperatures are expected to be lower.

 

This list is not exhaustive, and parents may wish to consider any additional steps that could help their child stay safe and comfortable. Ultimately, although organisers have taken reasonable measures to reduce the risks associated with the extreme weather conditions, those risks cannot be eliminated entirely.

 

We therefore ask parents to carefully review the attached Risk Assessment and make their own informed decision about whether attendance is appropriate for their child. By allowing their child to attend, parents acknowledge that they have considered the information provided, understand the measures being taken by organisers, and accept responsibility for deciding whether attendance is suitable given the current weather warning.

 

Thank you for your support and cooperation.