Young performers licensing guide

Chaperones

The role of the chaperone 

All children taking part in a licensable performance or activity must be supported by a chaperone. The chaperone is responsible for the care, control, safeguarding, and wellbeing of the child throughout the period from the first to the last performance, or for the duration of the activity. This applies except where the child is in the care of a parent, guardian or teacher (Regulation 14). 

Who can act as a chaperone 

Anyone with the necessary skills and knowledge may apply to be a chaperone. Parents or guardians may act as chaperone for their own child only and cannot supervise other children at the same time. If a parent or guardian will act as the chaperone, this must be recorded on the licence application. 

Key responsibilities of the chaperone  

Core role: 

• safeguard, support, and promote the wellbeing of the child throughout the performance or activity 

• be the main trusted adult the child can turn to for help 

Essential duties: 

• know the licence conditions for each child they are responsible for 

• ensure working hour limits are always followed, regardless of production pressures 

• always supervise the child unless they are with a parent/guardian, teacher, or tutor  

• when the child is living away from home without a parent/guardian, provide constant supervision and ensure they have adequate food, rest, recreation and suitable space, appropriate toilet facilities 

• model appropriate behaviour, using suitable language and encouraging the same from others 

• listen to the child’s views and advocate for their needs 

• where relevant, know and agree to travel arrangements for the child 

• report any concerns about the child’s wellbeing appropriately, proportionately, and promptly 

Additional risk awareness 

Chaperones should stay alert to issues that may affect a child's safety or emotional wellbeing, including: 

• distressing production content (violence, abuse, bad language, etc.) 

• fire procedures 

• safe areas on set 

• moving scenery, machinery, cables, or vehicles 

• lighting suitability 

• smoke effects and pyrotechnics 

• presence and use of animals 

• weather conditions 

• hazards in natural outdoor environments 

Approval requirements for non-parent chaperones 

All chaperones other than the child's parent or guardian must be formally approved by the licencing authority.  

A licencing authority may only approve a chaperone if satisfied that the person is: 

• suitable and competent to care for a child of the relevant age and gender 

• able to safeguard, support and promote the child's wellbeing 

• not prevented from carrying out their duties by other responsibilities 

Protecting Vulnerable Groups (PVG) scheme membership 

Acting as a chaperone is a regulated role. As of 1 July 2025, it is a criminal offence for an organisation to offer a regulated role to an individual without first obtaining a Level 2 Disclosure in relation to that individual (section 45D of the Disclosure (Scotland) Act 2020). It is also a criminal offence for a personnel supplier to offer or supply an individual for a regulated role without first obtaining a Level 2 Disclosure (section 45F of the same Act). 

• all non-parent chaperones must be members of the PVG scheme 

• organisations employing chaperones must countersign and process PVG applications 

• self-employed chaperones must also be PVG members and will hold a PVG scheme membership statement 

• with the individual's permission, the licencing authority can ask to see this statement to verify current PVG status 

PVG and disclosure checks must be completed before a chaperone begins their role. Failure to do so can result in criminal prosecution of both the organisation and the individual acting as chaperone. 

Chaperone registration 

Registration processes apply only to chaperones who are not the child's parent or guardian. Licensing authorities may keep and publish a register of individuals they have approved as chaperones under the 2014 Regulations to help share relevant information and streamline the approval process. 

If a register is maintained: 

• individuals must give their permission to be included 

• entries must be reviewed at least every 3 years 

• inclusion means the person has been assessed as skilled, knowledgeable, competent and suitable 

• a chaperone should appear on only one local authority's register at a time 

• authorities must remove individuals if new information suggests they are no longer suitable 

• licencing authorities must take steps to make sure registered chaperones continue to be safe and suitable to work with children 

Limits on the number of children in a chaperone's care 

Except for parents and guardians, a chaperone may care for a maximum of 10 children at any one time.  

Where the chaperone is also the child's private tutor, this limit is reduced to 3 children at any one time (Regulations 14(2)(a) and (b)). 

When approving chaperone arrangements, the licencing authority must consider the best interests of the individual child, including their age, maturity and wellbeing in the context of the performance or activity. There will be occasions where a chaperone should have fewer children in their care, for example when working with very young children or those with disabilities. 

Core knowledge and values for chaperones 

All chaperones should understand and apply Supporting Scotland's Children – Core Knowledge and Values for the children's workforce in Scotland. These skills, knowledge and understanding are described as essential characteristics and are set out in two contexts: relationships with children, young people and families; and relationships between workers. 

These core values stem from the Getting it right for every child (GIRFEC) approach and cross-refer to the guiding principles of the UNCRC. 

Chaperones: sharing information 

Any concern identified by a chaperone should first be raised with the licence holder so it can be addressed quickly. If it is not resolved satisfactorily, the concern should be escalated to the child's home licencing authority. 

Where an issue suggests a broader wellbeing concern, information may need to be shared with the child's Named Person, following the GIRFEC approach. 

Where there is an immediate risk of significant harm, this must be reported right away in line with the National Guidance for Child Protection in Scotland. 

Injury or illness 

If a child suffers an apparent injury or illness, or their wellbeing appears to be affected while in the chaperone's care, the licence holder must immediately notify the child's parent or guardian named on the application form, and both the licencing and host authorities (Regulation 14(4)). 

Identifying and responding to wellbeing concerns 

All licence holders should have clear, robust procedures for identifying and responding to concerns about a child's wellbeing. These procedures should be known by everyone working on the production and should be built on best practice as set out through GIRFEC. They should recognise the central role of the chaperone in identifying and responding to concerns. 

Each licence holder should nominate an individual who is responsible for making sure these procedures are communicated and followed. 

Overnight accommodation 

Licence holders must make sure that any child required to stay away from home has safe and suitable accommodation. The licencing authority must approve the accommodation and may, at their discretion, visit it or seek advice from the relevant local authority. 

A licence cannot be granted unless the accommodation: 

• meets the child's individual needs 

• is clean, comfortable and offers privacy 

• allows the child continuous access to their chaperone (Regulation 15) 

Approval may include conditions relating to: 

• transport to and from the performance location 

• meals 

• any other measure needed to safeguard the child's wellbeing (Regulation 15(3))