2026 YCF Accompaniment @ Yearly Meeting Consent & Information form

2026 Accompaniment at YM Consent & Information Form

Step 1 of 7

Accompaniment at Yearly Meeting 2026 Consent and Information
This form will take around 10-15 minutes to complete. You will need:
– contact information for the participant
– contact information for two emergency contacts
– 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
Consent and information form
Please complete this form by the deadline stated in your invitation mailing.
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.
Please see our privacy policy here
I understand and consent to Quakers in Britain holding and using my data in the way expressed above?
- Yes
- No
Criteria under which you are completing this form.
Relation to Participant * REQUIRED
If the committee member is aged 17 or under the form should be completed by a 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 preferred pronouns
Please indicate the pronouns which 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
DD dot MM dot YYYY
Participant's Age * REQUIRED
Participants must be born between 1 September 2009 and 31 August 2010 (inclusive)
Participant's gender identity * REQUIRED
Please state.
Participant's Sex * REQUIRED
Please state.
Participant's Area Meeting * REQUIRED
Participant's Quaker community
What Quaker community does the participant connect most with?

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
First emergency contact: Address during the event * REQUIRED
Street Address Address Line 2 City Region Postcode Country
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.
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
Quakers in Britain uses photography and video to attract new members, promote our work, encourage participation 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 the following: print, website, e-books, other electronic formats and social media (Facebook, BlueSky, etc.). We will avoid identifying children and young people under the age of 18 by full name, local meeting and where they live unless explicitly agreed.
Some images or recordings may be kept permanently once they are published and archived by the organisation.  
We may use images in collaborative work with our partner organisations and in media promotion.
Coloured lanyards or other distinctions such as marks on name badges will be issued to anyone who has not given consent for their image to be used so they can be identified and kept out of published imagery.
Read our image consent page to find out what we will do with your data: www.quaker.org.uk/privacypolicy/image-consent-information
Image consent * REQUIRED
Do you actively consent to 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 of the participant being used under the above conditions?
Should you wish to withdraw your consent at any time, please contact: cypadmin@quaker.org.uk
Picture
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

Programme consents
Some elements of the event offer activities that expand experiences and offer the chance to engage with a range of perspectives. Where there is an element of risk or where there are ethical or topics of a personal nature, we ask that you consent or otherwise to your child/ward’s participation in these.
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
Theme session consents
At JYM we may invite speakers who can talk from their personal experience about bringing about change in broader society. In the past this has included speakers who have been sentenced for taking part in protests or other forms of non-violent direct action. Further information about speakers will be provided at a later date and alternative activities will also be provided for participants. Due to the potential nature of the content we ask your permission or otherwise.
Theme Sessions * REQUIRED
I give permission for my child/ward to participate in speaker sessions about protest and NVDA.

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 Accompaniment at Yearly Meeting 2026 and attend the events that come with that responsibility.
I understand that there will be consequences if the participant breaks event boundaries – the most serious of which is to be asked to leave YM (if this happened the person with parental responsibility would be contacted).
I agree to support my child/ward in upholding the A@YM 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 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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2026 YCF Accompaniment @ Yearly Meeting Consent & Information form

2026 Accompaniment at YM Consent & Information Form

Step 1 of 7

Accompaniment at Yearly Meeting 2026 Consent and Information

Consent and information form

Criteria under which you are completing this 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

Programme consents

Theme session consents