Body of Persons criteria and conditions

When to apply

You must submit your body of persons approval (BOPA) application at least 21 days before the first performance. Applications received less than 21 days before the first performance may be refused.

In Oxfordshire, BOPAs are issued for each performance.

Minimum criteria for approval

To apply for a BOPA, your organisation must meet all of the following requirements.

1. All rehearsals and performances must take place within Oxfordshire.

   If any rehearsals or performances take place in another county, you must get approval from the relevant local authority.

2. The event must involve at least 10 children performing.
3. You must obtain written permission from each child's school for any school absence.

Academies, independent and free schools

School absences can be authorised under a BOPA before the performance.

Local authority-maintained schools

School absences cannot be authorised under a BOPA unless the children are attending the performance as part of a school group with their teacher.

1. Children, or anyone acting on their behalf, must not receive payment for taking part in the production, except for reasonable expenses where appropriate.
2. No payments can be made to any person involved in the performance.

3. Your organisation must have a child safeguarding policy and provide a copy with the application.

   You must also have a named designated safeguarding lead who has completed safeguarding training within the last 2 years.

4. An appropriate number of chaperones must be present during all rehearsals and performances.

   Chaperones must ensure children's safety and wellbeing, taking account of their age and gender. Every child must be supervised at all times.

Chaperone requirements

We follow best practice guidance and require at least 1 licensed chaperone for every 12 children.

1. You must obtain a signed statement from a parent confirming that each child is fit to take part.

2. Suitable first aid arrangements must be in place.

   A designated and qualified first aider or medic must be on site at all times.

3. You must provide a written risk assessment for the performance venue with your application.
4. You must allow authorised local authority officers unrestricted access to dress rehearsals, technical rehearsals and performances so they can carry out inspections.

If you do not meet all of these criteria, your application may be refused.

Child performance regulations

You must comply with the Child Performance Regulations set out in:

• the Children and Young Persons Act 1963
• the Children (Performances and Activities) (England) Regulations 2014

These regulations apply to all rehearsals and performances involving children.

You must have an appropriate number of licensed chaperones present at all times. The required minimum ratio is 1 licensed chaperone for every 12 children.

Records you must keep

You must keep a copy of the BOPA certificate and approval. You must make these available for inspection by us or the police if requested.

You must also keep the following records.

Children's participation records

Record details of the times worked by children, including:

• the date and time of all rehearsals and performances
• the times children arrive at and leave the venue
• the times children are actively involved in the performance, such as when they are on stage
• details of any breaks taken, where relevant

Health information

• details of any illness or injury suffered by a child during a rehearsal or performance
• dates of any medical examinations requested by the local authority

Chaperone records

You must keep details of all licensed chaperones responsible for children during rehearsals and performances.

You should also keep copies of chaperone licences available for inspection if required.

How long to keep records

You must keep all records securely for 6 months after the production ends.

After this period, you must dispose of the records securely.