2025 YCF YP@YM booking form

2025 YCF Young People @ Yearly Meeting Consent & Information Form

Step 1 of 7

Young People @ Yearly Meeting Programme: 23 to 26 May 2025
Residential programme at the Frontier Centre, Northamptonshire (for those born between 01/09/2009 and 31/08/2013). The cost of the event is £275, which includes food, accommodation, all activities and coach transport between Friends House and the venue.
This form will take around 10-15 minutes to complete. You will need:
- contact information for the participant
- contact information for two emergency contacts during the event
- dietary and medical information for the participant, including the address and phone number for their GP and the date of their last tetanus vaccination (if you know it)
- a recent photo of the participant if you don't want their image to be used for publicity purposes
The deadline for completing this form is Sunday 23 February 2025.
Completing the form
Please read the guidance and complete the form as requested. This Information and Consent form covers information required for insurance purposes and enables the effective planning and running of events.
This form will be handled, and the data will be stored, in electronic and paper forms in accordance with BYM Polices.
All participants need to agree to abide by the stated community agreement during the event, and accept responsibility for the consequences of any breaking of this community agreement (which may include being asked to leave the event). There is space for the participant to indicate their agreement to this in section 8 of the form.
Criteria under which you are completing the form * REQUIRED
As the participant is aged 17 or under the form should be completed by a parent/guardian. If they are 18 the form can be completed by either themselves or their parent/guardian.
In the case of foster carers, the consent sections should be signed by the person with parental responsibility (you should also provide their contact details in the section about children and young people in care). In such a case you should also indicate when requested if the participant is a ward of court or a 'looked after child'.
1) About the Participant
Participant's legal name * REQUIRED
for example the name on their medical records
First Last
Participant's preferred first name * REQUIRED
Please indicate the name the participant would like to be known by at the event.
Participant's Address * REQUIRED
Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country
Participant's Phone (landline)
Participant's Phone (mobile) * REQUIRED
Participant's email * REQUIRED
One that is checked regularly.
Please provide the participant's email, as this will be used to contact them by Mailchimp and for direct email communication.
There is space later on the form to provide your own contact email address.
Participant's Date of Birth * REQUIRED
(Must be between 01/09/2009 and 31/08/2013
DD dot MM dot YYYY
Participant's age on 23/05/25 * REQUIRED
Participant's gender identity * REQUIRED
Please state.
Participant's Sex * REQUIRED
Please state.
Participant rooming preferences
YP@YM 2025 will have dorm-style accommodation with an extremely limited number of individual rooms. Please indicate if the participant has any rooming needs or preferences e.g. smaller/larger dorm, other participants they would be happy to share with, needs a private room for health/wellbeing reasons. We may be in touch to discuss rooming as we want everyone to feel happy and safe with their accommodation.
Participant's Local Meeting
Participant's Area Meeting
Any other Quaker community they are a part of
e.g. summer school, online children's meeting etc

3) Emergency contacts
This information enables us to contact those who need informing in the event of an emergency.

Please provide contact details for two individuals
The first person should be the person who has parental responsibility or guardianship of the participant.
The second person should - where possible - be at an alternative address to the first contact.
First emergency contact * REQUIRED
This should be the person with parental responsibility or guardianship of the participant.
First Last
First emergency contact: Relationship to the participant * REQUIRED
Please state the emergency contact's relationship to the child
Children and young people in care
If the participant is a 'looked after child' or 'ward of court' please tick the relevant boxes.
- Looked after child
- Ward of court
In care details * REQUIRED
If the participant is a 'looked after child' or 'ward of court' please provide relevant details.
This field is hidden when viewing the form
Will the emergency contact be at Summer Yearly Meeting? * REQUIRED
- Yes
- No
First emergency contact: Address during the event * REQUIRED
Street Address Address Line 2 City Region Post code Country
First emergency contact: Phone number (landline)
First emergency contact: Phone number (mobile) * REQUIRED
First emergency contact: Email (one that is checked regularly) * REQUIRED
Secondary emergency contact * REQUIRED
We require a second emergency contact in the event that we are unable to make contact with the person with parental responsibility.
It is preferable that this person is a a different address to the Emergency contact stated above.
First Last
Secondary emergency contact: Relationship to the participant * REQUIRED
Secondary emergency contact: Address during the event * REQUIRED
Street Address Address Line 2 City Region Postcode Country
Secondary emergency contact: Phone number (landline)
Secondary emergency contact: Phone number (mobile) * REQUIRED
Second emergency contact: Email (one that is checked regularly) * REQUIRED

5) Medical information
It is your responsibility to notify us, in advance of the event, of any changes in the medical information or medical treatment detailed on the enclosed form.
Any updates should be written, signed and sent to cypadmin@quaker.org.uk.
You must also contact us if the participant is exposed to, or suffers from any infectious disease in the 4 weeks prior to the event. Informing us of this will not necessarily preclude them from attending the event. Decisions would be made on a case by case basis and in light of any vulnerable participants or team members who may be adversely affected by the infection.
Name of GP
First Last
Surgery Phone Number * REQUIRED
Surgery Address * REQUIRED
Street Address Address Line 2 City Region Postcode Country
Date of last anti-tetanus injection

Day
Month
Year
Medical permissions
Pain/Flu relief - the provision of pain/flu relief is not a service Britain Yearly Meeting events are obliged to undertake. We recognise that whist at events, participants can become unwell so ask that you indicate your consent or otherwise to pain/flu relief medication that may be given.
Ibuprofen * REQUIRED
Paracetamol * REQUIRED
Flu relief * REQUIRED
Plasters * REQUIRED
Plasters detail
Please provide detail (e.g. no plasters, no waterproof plasters, no latex, micropore ok etc)
Oral antihistamines (sting/hayfever relief) * REQUIRED
- Loratadine
- Cetirizine
- No antihistamines to be administered
Sun cream * REQUIRED
We provide factor 30.
In the event of an emergency or accident
Should your child/ward become ill or have an accident, every effort will be made to contact you as soon as possible.
In the event of an emergency or accident we will call the emergency services first. Healthcare professionals may give treatment immediately when it is in the young person's best interests.
For your child/ward to attend the event, you need to give the following permission:
Emergency treatment * REQUIRED
I give permission for any treatment deemed necessary and in the young person's best interests to be given by healthcare professionals. If you do not give permission your child cannot attend the event.
- Yes

6) Data protection
Use of data
In accordance with the UK Data Protection legislation and EU General Data Protection Regulation, permission must be granted by the parent/guardians or participant (if over 18) before any images may be taken and used, and for how the personal data can be used.

Quakers in Britain uses photography and video to attract new members, encourage people to take part in our activities and contribute to our funds.

Please indicate whether you give your consent for videos, images and audio of you/your child/ward to be used for these purposes in all of the following: print, website, e-books, other electronic formats and social media (Facebook, Twitter, etc.).
We do not identify people by name or meeting without specific, prior permission. We will not identify children and young people under the age of 18 by name, local meeting or where they live.
Some images or recordings may be kept permanently once they are published and archived by the organisation.

We may use images on collaborative work with other organisations e.g. Woodbrooke.

These will be the copyright of Britain Yearly Meeting (the legal name for Quakers in Britain), and any other intellectual property which arises in the recordings will also belong to Britain Yearly Meeting.
I can ask Quakers in Britain to stop using my images at any time, in which case they will not be used in future publications but may continue to appear in publications already in circulation (contact BYM Data Safety Group to discuss at datasafety@quaker.org.uk)
I can complain about the use of my image/audio by contacting Quakers in Britain Data Safety Group at datasafety@quaker.org.uk
Image consent * REQUIRED
Do you actively consent to the the participant's image being used under the above conditions?
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk
Consent to video/audio recordings * REQUIRED
Do you actively consent to audio/video recordings the participant's being used under the above conditions?
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk
Picture * REQUIRED
We need a record of what the participant looks like, this enables us to delete any images taken of them during the event and/or ensure they are not in audio/video recordings.
Please upload a picture of the participant
Max. file size: 32 MB.
Data consent * REQUIRED
Do you actively consent to the contact information you have provided being used to send promotional information about future events and opportunities?
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk
Online communications
Our staff use social media and Mailchimp to communicate with young people about the event and ways they can be involved in opportunities within Quakerism and young people's organisations:
Mailchimp * REQUIRED
Do you actively consent to our using the above data to make contact using Mailchimp?
In agreeing to this you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their privacy policy and terms.
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk
Social Media * REQUIRED
Do you actively consent to us contacting the participant using BYM social media accounts: Facebook, Instagram and Twitter
We will only contact children over the age of 13 using social media.
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk

Event consents
Confidentiality and community agreement * REQUIRED
All participants who attend need to agree to abide by the community agreement, and accept responsibility for the consequences of any breaking the community agreement (which may include being asked to leave the event). The community agreement can be found here (right click to open in new tab/window):
JYM 2025 Community Agreement
I Understand and agree to complete the Community Agreement
Outward bound activities * REQUIRED
I give permission for my child/ward to participate in any outward bound activities that may be offered on the programme.

Yes

No
Sexual health, sexuality and gender identity * REQUIRED
I consent to my child/ ward’s participation in any optional sessions provided that cover sexuality and gender identity, sexual health consent and contraception.

Yes

No
Event consents * REQUIRED
By submitting this form you confirm that you have read the guidance and information on this form and have completed all relevant sections accurately and in full. You will not be able to submit the form unless you complete all the following consents.
I give permission for the named participant to take part in this event.
I understand that there will be consequences if the participant breaks event boundaries – the most serious of which is to be asked to leave the event (if this happened the person with parental responsibility would be contacted).
I agree to support my child/ward in upholding the community agreement.
I understand that if my child/ward has particular needs and I haven’t included this information on the form, or subsequently informed the staff in writing and this has a detrimental impact on the programme or other participants, Britain Yearly Meeting may have to withdraw them from the programme.
I understand that the Children Act (2004) requires that if a team member is concerned about the safety of a participant (or the safety of someone known to them) they are required to inform the event’s Safeguarding Coordinator.
I understand where relevant the information on this form will be shared with the venue, and if necessary with healthcare professionals.
Signature and event consents * REQUIRED
To be completed by the parent/ over 18 participant/ or legal guardian or social worker.
I have read the guidance and information on this form and have completed all relevant sections accurately and in full. I give my consent to the statements and requirements on this form and for the named participant to attend as stated. If you would like any further information or have any questions about any part of this form please contact
Jenny on jennyb@quaker.org.uk.
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2025 YCF YP@YM booking form

2025 YCF Young People @ Yearly Meeting Consent & Information Form

Step 1 of 7

Young People @ Yearly Meeting Programme: 23 to 26 May 2025

Completing the form

1) About the Participant

2) Participant's dietary information

3) Emergency contacts

4) Participant needs

5) Medical information

Medical permissions

In the event of an emergency or accident

6) Data protection

Use of data

Online communications

Event consents