Under-18s, Parental Consent and Supervision Policy

1. Purpose and Scope

The Medic Life provides educational events, workshops, courses and work experience activities for prospective medical and dental students. Some of these activities are attended by individuals under the age of 18.

This policy outlines the responsibilities of parents, guardians and attendees under the age of 18, as well as the arrangements The Medic Life puts in place for its in-person and online events.

By booking or permitting a child to attend a The Medic Life event, parents or legal guardians acknowledge and agree to the arrangements set out in this policy.

2. Parental and Guardian Responsibility

Parents and legal guardians are responsible for ensuring that their child is suitable and adequately prepared to attend an event, and for providing any necessary consent, information and instructions before the event.

Unless expressly agreed otherwise in writing, The Medic Life does not provide a dedicated chaperone, personal supervision service or one-to-one care for individual attendees.

Parents and guardians remain responsible for their child's welfare, behaviour and supervision outside the activities and arrangements directly managed by The Medic Life.

Event staff will take reasonable steps to maintain a safe and appropriate environment during organised activities. However, attendance at a The Medic Life event does not transfer general responsibility to The Medic Life.

Parents and guardians should consider their child's age, maturity, independence and individual needs when deciding whether an event is suitable for them to attend.

3. In-Person Events: Drop-Off and Collection

For in-person events, parents and guardians are responsible for arranging safe transport to and from the venue.

Unless alternative arrangements have been expressly agreed in advance:

Parents or guardians must ensure that their child is safely dropped off at the designated venue entrance and they should ensure that appropriate arrangements are in place for their child's journey home.

The Medic Life cannot guarantee that staff will be available to supervise attendees beyond the scheduled end of an event.

Independent travel: Parents or guardians are responsible for deciding whether their child is permitted to travel to and from the venue independently and for ensuring that the arrangements are appropriate for their child's age and circumstances.

Parents and guardians should not assume that The Medic Life will be able to accommodate early arrivals, late collections or supervision outside the advertised event hours.

4. Breaks and Leaving the Venue

In-person events may include scheduled breaks during which attendees have free time away from organised sessions. Depending on the venue and event arrangements, attendees may be permitted to leave the building during these breaks.

Parents and guardians are responsible for deciding whether their child is permitted to leave the building independently during scheduled breaks.

If a parent or guardian does not permit their child to leave the building during breaks, they must notify The Medic Life in writing at admissions@themediclife.com at least 72 hours before the event.

Where this instruction has been received in advance, The Medic Life will take reasonable steps to communicate and accommodate it within the event arrangements. Parents and guardians should contact us before booking if this requirement is essential and they need confirmation that appropriate arrangements can be made.

Unless a restriction has been communicated and acknowledged in advance, parents and guardians should not assume that The Medic Life will provide individual supervision or prevent their child from leaving the building during scheduled breaks.

Attendees are expected to follow staff instructions, comply with venue rules and behave responsibly throughout the event. The Medic Life reserves the right to modify break arrangements where necessary for safety or operational reasons.

5. Emergency Contact Information

For bookings made from 10 November 2026 onwards, The Medic Life will require an emergency contact for every attendee under the age of 18. For attendees under 18, the parent or legal guardian booking the event is responsible for providing accurate and up-to-date emergency contact information at the time of booking.

The emergency contact should be someone who can be reached promptly if the attendee becomes unwell, is injured or if another urgent situation arises.

Parents and guardians are responsible for notifying The Medic Life of any changes to emergency contact details by emailing admissions@themediclife.com at least 72 hours prior to the event. Updates should be provided as soon as possible. 

The Medic Life will use emergency contact information for event administration, safeguarding and responding to emergencies or other situations in which contacting the nominated person is reasonably necessary. Information will be handled in accordance with applicable data protection legislation and The Medic Life's Privacy Policy.

Providing an emergency contact does not mean that The Medic Life assumes general or parental responsibility. 

6. Online Events and Courses

For online events, parents and guardians are responsible for ensuring that their child has appropriate access to the required device, internet connection and a suitable environment in which to participate.

Unless explicitly stated otherwise, The Medic Life does not provide individual supervision of attendees while they participate online.

Parents and guardians are responsible for deciding whether their child is sufficiently independent to participate online without an adult present, taking account of the child's age, maturity and individual needs.

Where an online event includes interactive activities, discussions or breakout rooms, attendees are expected to follow staff instructions and behave appropriately.

The Medic Life may remove an attendee from an online session if their behaviour is disruptive, inappropriate or presents a concern for the safety or wellbeing of others.

Parents and guardians remain responsible for their child's supervision during online activities.

7. Consent to Attend and Participate

Parents or legal guardians are responsible for providing any consent required for their child to attend an event and participate in its advertised activities.

Some events may include practical activities, simulations, demonstrations, group work or other interactive elements. Parents and guardians should review the event description and contact The Medic Life before booking if they have questions about suitability, accessibility, medical needs or other relevant requirements.

By booking an event for a child under 18, the parent or guardian confirms that:

• They have authority to give permission for the child to attend.

• They have reviewed the event details and this policy.

• They have provided accurate and relevant information requested during booking.

• They have made appropriate transport, drop-off and collection arrangements.

• They have provided any necessary instructions concerning breaks, supervision and emergency contacts.

8. Behaviour and Compliance

All attendees are expected to behave respectfully, follow staff instructions and comply with the venue's rules and the event's terms and conditions.

The Medic Life reserves the right to take appropriate action where an attendee's conduct is unsafe, disruptive or inappropriate. This may include asking the attendee to stop an activity, contacting their parent or guardian, or requiring them to leave the event where reasonably necessary.

Where a child needs to leave an event early, The Medic Life may contact the parent or guardian to agree appropriate arrangements. We will take reasonable steps to address immediate safety concerns and will not knowingly place a child in an unsafe situation.

9. Health, Medical Needs and Emergencies

Parents and guardians are responsible for informing The Medic Life of any relevant medical, accessibility or support needs that may affect their child's safe participation, to the extent reasonably necessary for the event.

Attendees should follow any safety instructions provided by staff and promptly report accidents, injuries, illness or other concerns to a member of staff.

In an emergency, The Medic Life may contact the nominated emergency contact and, where reasonably necessary, emergency services.

10. Safeguarding and Duty of Care

The Medic Life is committed to providing a safe, respectful and appropriate environment for all attendees, including children and young people.

Any safeguarding concern should be reported promptly to a member of The Medic Life team or by emailing admissions@themediclife.com.

Nothing in this policy excludes or limits any duty or liability that cannot lawfully be excluded or limited, including applicable safeguarding obligations or liability arising from negligence.

11. Changes to Arrangements

Parents and guardians are responsible for notifying The Medic Life of any changes to the information or instructions they have provided, including emergency contacts, collection arrangements and restrictions on leaving the venue during breaks.

Changes should be communicated in writing to admissions@themediclife.com as early as possible and at least 72 hours before the event.

The Medic Life may need to amend event arrangements in response to safety, venue or operational requirements. Where a requested arrangement cannot reasonably be accommodated, we will aim to notify the parent or guardian before the event.

12. Contact Us

For questions about this policy, requests relating to an attendee under 18, or updates to emergency contact information, please contact:

The Medic Life

Email: admissions@themediclife.com

Website: https://themediclife.com

13. Policy Updates

The Medic Life may update this policy from time to time to reflect changes to its events, procedures or legal obligations. The latest version will be made available through our website or relevant event registration materials.