Convention Arrangements for Australia and New Zealand

25 October 2023

Dear NSW friends,

To ensure preparations and conventions are safe places for all there will be some changes implemented this year.

These are highlighted in the attached document.

Please submit your names through your elder with any additional requests you may have. For families who have already provided your elder with convention attendance details you may wish to provide more information, we are happy to receive any updates from you.

The coordinating workers for each convention are as follows – please let them know if you are attending a convention from another state or have any requests:

Should you wish to have further information, access to the Child Safe Policy, Workers Code of Conduct or any other information please let us know conv.feedback@gmail.com

We appreciate your patience and support as we work through these changes and look forward to seeing you all at our upcoming conventions.

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2023/2024 Australian and New Zealand Conventions

We are all looking forward to the privilege of convention this year. The consideration and respect we show to each other and to the owners of the convention grounds will add to our time together.

The focus of convention is the refreshing of our soul. At the same time, we would like to acknowledge that convention has been a challenging time for some in the fellowship, including those impacted by child sexual abuse or who have been harmed within our fellowship.

We want convention to be a safer place, and some changes are being introduced this year to enhance the safety of our convention environment.

Preparations and Conventions

• We appreciate those who help prepare for conventions and look forward to your help again this year.
• It is important you let either your elder or the worker coordinating convention know if you are coming for a meeting, a day or the whole convention. In addition, we would like you to confirm arrival and departure on the grounds and this process may look different for each convention. The process will be communicated on arrival.
• Any person with a history of, or an allegation of, harm to children is not to attend preparations or conventions.
• Attention is drawn to the potential hazards associated with convention preparations, and any child or young person attending preparations must be accompanied by an adult and supervised.
• Children are always welcome at conventions and their safety is the primary responsibility of parents or a designated responsible adult.
• Anyone wishing to bring guests from outside the fellowship (eg. evening mission meetings) is requested to check with the coordinating workers for that convention in advance. Guests on convention grounds should be always accompanied.
• We would encourage parents to educate school age and older children regarding appropriate behaviour by other people and where to seek help if they feel uncomfortable or unsafe.
• Children and young people are encouraged to be with a friend or sibling when not with their parents or responsible adult. Children and young people should check in with an adult regularly and remain with their friend or sibling.
• Every attempt will be made for job allocations to fit around parental commitments. For children under 12, we encourage one parent to be always available for child contact.
• Accommodation arrangements will be more flexible to allow families to make specific requests or bring their own accommodation. Family groupings are encouraged. The time children are left in tents alone should be minimised. It is requested that children not be left sleeping alone for extended periods, especially during meetings.

Anyone requiring additional support is encouraged to speak with the workers coordinating each convention or a trusted friend who can advocate on their behalf. If anyone has concerns about attending conventions this year, please reach out to your elder or one of the workers so we can assist in making alternate arrangements.

Feedback

Considerable input has been received on improving the safety of our children and young people at conventions. We welcome further feedback, either via suggestion boxes at convention or via email to conv.feedback@gmail.com

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2023/24 Parents Information Sheet

We are eagerly looking forward to convention, and we understand that much of the information we’re sharing may already be familiar to you. The purpose of this communication is to provide helpful suggestions that will assist all parents in maintaining the care and supervision of children and young people while still enjoying the spiritual benefits of the convention.

We acknowledge that written clarifications like these can sometimes be a bit daunting. However, our primary goal is to address any concerns you may have regarding attending the convention.

We are pleased to have visiting workers at this year’s conventions. Our visiting workers have been confirmed by their home country as having no current allegations or concerns related to child sexual abuse or misconduct. They will undergo Ministry Safe training and adhere to the Workers’ Code of Conduct, just as our local workers do.

Visiting workers will be accommodated with friends or families who do not have children under the age of 18, unless a specific family makes a request and provides their consent to accommodate them. This practice also extends to visiting workers travelling by car within Australia or New Zealand.

This year marks the introduction of convention attendees designated as Child Safe Contacts to address any child safety concerns. For each convention, some people with “Working with Children Checks” and/or “Police Checks” and child safety training will be identified. Those who work in childcare, healthcare settings, police, social work or schools may already have valid certification. If you possess these checks, please inform your elder when submitting names for the convention. The contact details for Child Safe Contacts, workers coordinating convention, local emergency information, and reporting lines will be prominently displayed.

In case of any concerns related to child safety, we encourage you to report them directly to one of the designated Child Safe Contact individuals, the workers coordinating for the convention, or the appropriate emergency authorities.

Any person under the age of 18 planning to attend the convention must be accompanied by a parent or an adult designated as the responsible contact person for that child. This parent or adult will always have primary responsibility for the well-being of the child or young person during the convention.

Accommodations in tents with children will include only immediate family members unless specifically requested by parents/guardians. Children are encouraged to stay out of empty tents or other empty buildings on the convention ground.

In the case of dormitories, it is encouraged that parents or designated responsible adults be assigned to the same dormitory area as the child or children under their care.

For visits to shower and toilet facilities, children should be accompanied by a parent, sibling, or a responsible adult.

Parents, please take the time to acquaint your children with the convention grounds. Safe areas, restricted zones, play areas, common spaces for socialising, walking paths, and well-lit evening socialising areas for young people will all be clearly designated. It is also advisable to establish an agreed meeting point.

We trust that these measures will contribute to a safe and enjoyable convention experience for all participants. Your cooperation is greatly appreciated, and we eagerly anticipate seeing you at the convention.