APPLICATION FOR A BODY OF PERSONS EXEMPTION
Taking place within the Solihull Metropolitan Borough Council Boundary

Children and Young Persons Act 1963 S.37(3)(b)

Section 1 – Organisation Details

Name of Organisation		
Registered Address of organisation
		
Tel. No(s)		
Email address		

Name of Applicant*		
Position in Organisation		
Address if different	

Tel. No(s)		
Email address		
*N.B.  The Applicant must have the authority to agree, on behalf of the organisation, to any terms and conditions set out by the Local Authority.  You must inform the Local Authority should the named Applicant change during the period of authorisation

Section 2 - Details of Performance 
If your application is for a yearly term and you have not arranged any performances, please continue to section 3

Performance Title		
Address of Venue
inc. postcode		
Date(s) and Times of Rehearsal(s)		
Date(s) and Time(s) of performance(s)		
Description of the performance in respect of which the approval is requested.  

	

Please provide details of the Children, Chaperone and Lead Person etc. for each performance on the Individual Performance Notification Form

Section 3 – Safeguarding Arrangements
 
Name of Person responsible     for Child Protection and Safeguarding 		
Position in Organisation		
Address 
Inc. postcode

	
Tel. No(s)		
Email address		

How do you ensure your child protection policy is followed throughout your organisation? 		
What safeguarding training do you provide to those in your organisation who come in to contact with children?		
What arrangements do you have in place for the supervision of the children at rehearsals and performances?  		

Have BOPA applications been made to other local authorities? 
  
 If yes, which authorities and dates?		
Has your organisation ever had a BOPA refused?

If yes, which authorities?		

Declaration of compliance with The Children (Performances and Activities) (England) Regulations 2014

1.	I confirm that no payment in respect of taking part in the performance(s), other than for offsetting expenses, will be made to any young persons or to anyone on their behalf such as a parent/carer/agent.

2.	I confirm that the child protection policy for the Organisation is attached.

3.	I confirm that all the young people’s parents/carers have confirmed that they are fit and that their health will not suffer by taking part in the performance(s).

4.	I confirm that the Organisation agrees to the terms as set out in the “Contract of Agreement” and “Guidance” attached.

5.	I confirm that no child of compulsory school age requires any absence from school to take part in the production(s) unless by prior agreement with Solihull Education Enforcement Team.

Applicant Signature: 	______________________________________   
 
Date: 				_______________________

Print Name: 			____________________________________ 

CONTRACT OF AGREEMENT

EXEMPTION FROM CHILDREN’S LICENSING

BODY OF PERSONS APPROVAL
S.37(3)(b) Children & Young Persons Act 1963

Name of Organisation	
	
 Address of Organisation 
(inc. postcode)

Telephone No.

Email Address

Name and Address of person responsible for the production(s)

Position in Organisation

The above Organisation has applied to Solihull Metropolitan Borough Council to be approved as a Body of Persons under s.37 Children & Young Persons Act 1963.  If approved, the Organisation would be exempted from the need to apply for individual licences for children to perform within the Solihull Borough.

If approved, the Organisation agrees to adhere to the following conditions: -

1.	No payment will be made to the child or anyone else, on behalf of the child, other than for reasonable expenses.

2.	No child will be absent from school to take part in a performance given under the Body of Persons approval, unless by prior agreement with Solihull Inclusion Service who will consider the implications of the Education (Pupil Registration) (England) Regulations 2006 Regulations 7.

3.	No child taking part in a performance is employed on the day of that performance or the following day.

4.	The Organisation will provide the Local Authority with details of each performance/rehearsal including the dates, times and location, together with the details (i.e. total number performing, ages, gender, special needs and role) of all children taking part, at least 21 days in advance of the first performance unless the Education Enforcement Team has agreed to a shorter notice period.  Notifications of changes to the performance schedule must be sent to the Solihull Inclusion Service in advance.  The Organisation will also provide the name and contact details of the lead person responsible for each performance.

5.	The Organisation will ensure the lead person responsible for each performance will have available at the place of performance a full register of all children performing and their emergency contact details including any medical issues or additional needs.

6.	The Organisation agrees to comply with Regulation 11 and Regulations 15 to 29 of The Children (Performances and Activities) (England) Regulations 2014 (see booklet for further information)

7.	To ensure a risk assessment is carried out in respect of each place of performance and provided to a member of the Local Authority upon request.

8.	A First Aider is present at each place of performance. 

9.	The Organisation will ensure that an appropriate number of Local Authority approved chaperones are employed to care for the children (see Reg.15), having specific regard to their gender and age, ensuring that each child is supervised at all times at each performance an appropriate rehearsals.

10.	The Organisation provides details of the chaperones appointed.

11.	The Organisation agrees to any authorised officer of the Local Authority having unrestricted access whilst any dress or technical rehearsal or performance is taking place at any venue that the Organisation uses for such purposes.

12.	The Organisation provides a written Child Protection Policy to the Solihull Inclusion Servie when the application is made.  A statement of the Organisation’s commitment to protecting children must be displayed prominently at each venue.

13.	The Organisation will obtain an up to date confirmation of fitness from the parent of each child. 

14.	The Organisation ensures that a list of emergency contact details in respect of each child including any medical issues or additional needs is securely held and is available at the place of performance. 

15.	The Organisation will ensure signing in and out sheets and daily record sheets are completed for each performance.

Failure to comply with any of the above agreements or conditions is likely to result in the Local Authority revoking the Body of Persons exemption with immediate effect.

Failure to comply with Children & Young Persons Act 1963 s.37 and The Children (Performances and Activities) (England) Regulations 2014 is a criminal offence, which on conviction carries a maximum penalty of £1,000 or three months imprisonment or both, for each offence.

In signing this declaration you agree to the terms and conditions above.

Signed  		

Print Name		

Position in Organisation___________________________________   Date 	

Tel No: _______________________________  
  
Email: ____________________________________    

INDIVIDUAL PERFORMACE NOTIFICATION FORM
To be competed and submitted for each performance

Name of Performance:  _______________________________________________________________  

Date of Performance(s):   _____________________ Time(s) of Performance(s): _________________

Address of Venue:  ___________________________________________________________________

Lead Person responsible for the Performance:  ____________________________________________

Details of children participating below Compulsory School Leaving Age 
Please enter total numbers in each column 

	Male
	Female	Special Educational
Needs	Role	

Age 0 - 4 years					

Age 5 - 8 years					

Age 9 - 16 years					

A full resister of all children and their emergency contact details including any medical issues or additional needs must be held securely and be available at the place of performance at all times.

Chaperone Details (continue on an additional sheet if required)

Names of Approved Chaperones 	
Address	
Registration
Expiry Date 	
Name of  Authority who Approved Registration	

				

				

				

Number of Approved Chaperone present per Performance

Applicant Signature:  ______________________________ 
   
Print Name:  ____________________________________ Date: _________________

   Once completed, please return this form to Solihull Inclusion Service:

Inclusion Service
Elmwood Place 	Email: inclusion@solihull.gov.uk 
37 Burtons Way	Tel: 0121 704 6663
Smiths Wood
Birmingham
B36 0UG