Promoters Pack


These notes are written for the traditional way of running Safety Scene – i.e. promoting to primary schools for children at KS1 and promoting to special schools including children and young people with learning disabilities.

However there are further options including working with older people and using Safety Scene to get over key messages to these groups with relevant partner agencies, particularly in the early evenings to get the most out of your event. If you are interested in this option please get in touch and we will ask local authorities with experience in this area to contact you.

These notes contain advice based on experience of previous hirers of Safety Scene. We want to be able to build this advice sheet so please let us know of any further advice that you feel may be useful to other hirers so that we can pass it on. Please note there is an event checklist available to download to help with the planning of a Safety Event. Format Microsoft Word.

Funding Options

There are a number of potential sources of funding including:

  • Children and Young People Partnership
  • Crime and Disorder Partnership
  • Local Children Safeguarding Board
  • Local Strategic Partnership
  • Local Road Safety Partnership

Partners in Safety Scene may also be willing to contribute, for example the Primary Care Trust, Environmental Health, the Fire and Rescue Service.

Other local organisations may also be willing to sponsor the event including:

  • The National Lottery
  • The Rotary
  • The Soroptimists
  • local Chamber of Commerce
  • Business Link

Key Partners

Each scenario will need to be staffed by in-house or partner agencies. The scenarios include:

Kitchen – potential partners Environmental Health
Lounge – potential partners Environmental Health/ Trading Standards
Clinic – potential partner School Nurses, PCT’s
Police Station – preferably Police in uniform
Fire Station – preferably Fire Officers in uniform
Zebra Crossings and Road Network – School Crossing Patrol
The Empty Room – this can be used for whichever scenario makes sense locally e.g. rail safety, water safety (canals/rivers/coastal areas), , electrical safety, safety on building sites and use relevant partners, E-learning, recycling…

See Participating Agencies & Safety Scene Activities for some traditional ideas.


Whilst it is possibly easier in the short term to ask schools to organise their own transport it may make life easier during the event to deal with one transport company and ask schools to contribute to the cost of transport. Obvious advantages include the potential for discounts, and during the event if there are delays in arrival times etc you only have one transport provider to deal with.

Press and VIP’s

This type of event does attract press coverage and is an excellent way to raise the profile of both your organisation and partner organisations. It may be easier to allocate one session for the press attendance and any funders / VIP’s as this will minimise the disruption during the week. It will also enable you to liase with the schools attending to make sure you have the relevant paperwork to enable children to take part in any photographs, and to allocate staff to escort the press etc.

Partner Briefing Sessions

It is crucial that you have briefing notes for each scenario which contain the key messages and that you keep a copy on site in case last minute substitutions are needed. Partners such as the Police and the Fire and Rescue Service may get diverted to deal with an emergency and someone may need to step in occasionally. They are also useful for partners involved in the scenarios as crib notes.

There is a Safety Scene guided tour available in a number of different formats available here, to use as a training guide for everyone taking part in the event.

Goodie Bags

These are by no means essential but do provide the opportunity for the schools to continue key messages and for some key messages to be passed on to the home, for example food hygiene through fridge thermometers, publicity material for smoke alarms etc

Pre Event Checklist

  • Book Venue
  • Check dimensions of venue and allow for rigging and de-rigging of set
  • Check parking space for trailer
  • Organise refreshments for staff and partners attending the event
  • Ensure opening times to rig and de-rig Safety Scene
  • Complete and email a copy of the Safety Scene checklist to Richard Boyd, confirming times for crew to rig and de-rig Safety Scene

For further venue information please see Venue Specifications & Requirements. For further installation details please see Breakdown and Installation

Contact Schools

  • Initial introductory letters to schools with deadline for responses clearly indicating, “first come, first served”
  • Confirmation letter to schools allocating sessions, and requesting consent slips for press event if applicable
  • Ensure that participating schools understand that you will require them to provide enough staff/helpers to enable one person to be allocated to each group of children for each scenario
  • Confirm transport arrangements with schools
  • Reminder letter 1 –2 weeks prior to the event, reminding schools to ensure that each child has a name badge

Partnership Working

  • Establish lead contact with each agency attending the event
  • Pre-meeting prior to the event, check key messages with agencies for scenarios and source any necessary materials for set
  • Items for goodie bags (if using)
  • Check logos, VIP attendance, and discuss feedback sheets
  • Set dates for de-briefing session

Health & Safety and Risk Assessments

  • Make arrangements for risk assessment and health and safety checks prior to first session
  • Add event to insurance schedule for public liability etc
  • Call for Safety Scene’s own risk assessment

Press and VIP’s

  • Contact press to invite them to the event and issue press releases
  • Contact VIP’s to invite them to the event and ensure a photographer is organised.

During the Event

A Safety Scene activity route guide is available to download for pre event team briefings.

Introduce the Event

At the start of the event someone needs to introduce Safety Scene and the participating partners to the school and partners and explain any ground rules that may apply to the venue.


For the first couple of sessions it is worth having a number of helpers to deal with coats, last minute alterations, catering etc. You will also need someone to keep track of time and make sure that the groups of children move from one scenario to another, someone to provide the emergency phone service, someone to staff the pelican crossing (hopefully the school crossing patrol will deal with the zebra crossings).

Teachers Packs

These are essential to ensure that the key messages are re-iterated in the classroom and should include feedback sheets (please click here to download a Microsoft Word template that you can adapt) for the event, key messages from partner agencies, and contact sheets for further information.

There are also numerous links to some of the best resources available as part of the Safety Scene website, please view a category to see some examples.

Active Learning

Safety Scene is a fun event for partners and schools and each event will be different depending on local conditions – the most important thing is that the children learn the key messages. See Learning Outcomes for ideas of potential activities during a Safety Scene visit.

Post Event

Feedback sheets – Hopefully all the schools will have returned these but you may need to send out reminders and extra copies.

Safety Scene have an online evaluation system that can be configured to each promoters requirements. Please see this simple online demonstration of an evaluation form.

De-briefing Meeting

This is for the organisers and the partners and enables people to discuss how the event went and also to have a summary of the feedback from the schools. It also gives everyone a chance to discuss how they would want to be involved in future Safety Scene events!