Iceborn Vikings 

Name 

The society will be called Iceborn Vikings (hereinafter will be referred to as the Society)

Society Committee

The society board and committee will consist of a director, treasurer, health and safety officer and two committee trustees’ with the Training Officer being in an non-voting position.

Director and Training Officer: Daniel Haines

Director 2: Alex-Sawyer Copus

Treasurer: Daniel Large

Health and Safety Officer: Jennifer Mary Lawson

Trustee: Neil Watson

Rules

1. We will not tolerate bullying or abuse of any kind within the society or towards any external parties.  Anyone found to have committed any bullying offence risk expulsion from the society. Treat everyone as you would expect to be treated.
2. During events, all participating members and visitors must follow the instructions of the Camp and/or Battle Captain.
3. During training sessions, participants must follow the instructions of the Training Officer or Session Leader.
4. Children under 16 must always be accompanied by a parent or guardian for all training sessions and meetings.
5. All 16–18-year-olds must have written permission to take part in training sessions and meetings. 
6. Under 18’s cannot vote.
7. Members will be responsible for ensuring any guests they  bring are aware of the rules and adhere to them.
8. Anyone found to have broken any rules will be subject to an investigation by the Committee. The Committee have the right to withdraw or suspend a membership following any investigation. All decisions will be given in writing.

Membership

The society may have different classes of membership and subscription on a non-discriminatory and fair basis. The society will keep subscriptions at a level that will not pose a significant obstacle to people participating. The member has the following categories available:

• Single Adult membership
• Family membership (up to 2 adults plus children)

1. Membership fees are to be paid by the 3rd session and are non-refundable
2. Membership of the society shall be open to anyone interested in the living history or battle aspects of the society, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
3. Membership fees are subject to change and will be communicated with a minimum months’ notice.
4. Members must complete a membership form to join, to ensure we have relevant information for health and safety reasons.
5. Individuals shall not be eligible to take part in the business of the society, vote at general meetings or be eligible for selection of any society team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the society committee.

Attire

1. All members taking part in any training or combat events must have appropriate clothing and protection to take part. Please see the Kit Guidance document for breakdown of requirements.
2. All clothing and armour must be safety checked and signed off for use by the Health and Safety Officer and Training Officer. This must be done when purchased, before and after any events and when required.
3. Clothing and Armour must be inspected by the Authenticity Officer to confirm they are correct for the time period. This covers style and material.
4. Any damage must be reported, and the necessary repairs made or made safe before the item can be used again.
5. Footwear must be appropriate for all weather types and fitting the time period when at an event.

Weaponry

1. All weaponry must be safety checked and signed off for use by the Health and Safety Officer and Training Officer. This must be done when purchased and before and after any events and when required.
2. All weapons must be inspected after 3 years and maybe advised to be replaced after 5 years. Advice will be on an individual basis.
3. All weapons must be bought from reputable companies and inspected by the Authenticity Officer before they can be used to confirm they are authentic to the time period. Please see the Kit Guidance document for breakdown of requirements.
4. Shields will be provided by the society, although they will be available to buy for individual purpose.

Camp Life

1.  All members are to help set up campsites for all events
2. During events, tents, cooking gear, utensils must be signed off by the Health and Safety Officer and Authenticity officer.
3. Whilst camping away from or after events, modern items can be used but must be safe and fit for purpose.
4. Fire boxes must be set up in accordance with the law and local requests.
5. All flammable materials and objects must be stored safely.
6. Any food cooked in camp cannot be shared or given to the general public.
7. Any smoking/vaping must be done away from the public eye and within designated areas.
8. All camp tasks must be shared equally amongst members.
9. Non authentic items and clothing must be hidden from public view during events.
10. Campsites where possible must be left in the condition it started in – no litter left behind.
11. No alcohol can be consumed during events, where this occurs you will not be allowed to participate in any events and membership might be reviewed.
12. Children under 18 must be accompanied  by a parent or legal guardian at all times.

Meetings/Committees

1. A quarterly meeting will be held for all group members to discuss upcoming events, concerns, changes within the group.
2. Attendance to the quarterly meeting is optional but we advise everyone attends.
3. These meetings will be advertised to the group a month before being held.
4. You can request a topic to be discussed at quarterly and council meetings by contacting a committee member.
5. Council meetings will be held on a monthly basis.
6. Outcomes of meetings will be communicated in writing to all members.
7. Group decisions will be finalised via Committee vote and communicated in writing to all members.
8. Committee members will remain in their roles for 12 months and must be voted back in by the group during the Annual General Meeting which will be held in December.

General Conduct

1. No illegal drugs are allowed at any time. 
2. Bad language is heavily discouraged. 
3. Respect all members and group property.
4. Respect all external parties properties and locations.
5. Pets are allowed but at the discretion of the society. Members must clean up after their own pet and have them under control at all times.

Insurance

1. The society will have Public Liability Insurance
2. The details of the policy can be provided on request.

Data Protection

1. All members personal data is subject to the UK General Data Protection Regulations (GDPR), the Data Protection Act 2018 and related legislation
2. All data will be stored securely.

Dissolution of the Society

1. In the case the society is to dissolve, all outstanding debts are to be paid.
2. Group kit, will be returned to the Director unless they are bought outright from the group.
3. All kit loaned to the group will be returned to the member who bought them.
4. Confirmation of the dissolution will be sent out in writing to all members.
5. The society will be confirmed dissolved on Companies House.
6. Any remaining group funds will belong to the Director.

Child Protection Policy (CPP)

Effective Date: 01/04/2025
Reviewed: Annually or as needed
Approved by: Iceborn Vikings Leadership Committee

1. Policy Statement

The Iceborn Vikings are committed to safeguarding the welfare of all children (anyone under 18) involved in our activities. We believe every child has the right to enjoy historical reenactment in a safe, supportive, and respectful environment, free from harm, abuse, and exploitation.

2. Purpose of this Policy

This policy is intended to:

• Protect children who participate in Iceborn Vikings events, workshops, demonstrations, and training.
• Provide staff, volunteers, and members with the principles and practices that guide our approach to child protection.
• Ensure we comply with relevant laws and best practices, including those pertaining to safeguarding in educational or public engagement settings.

3. Scope

This policy applies to all Iceborn Vikings members, including:

• Reenactors
• Volunteers
• Trainers and demonstrators
• Anyone acting on behalf of the group during events or public engagements

4. Key Principles

• The welfare of the child is paramount.
• All children, regardless of age, ability, gender, ethnicity, religious belief, or sexual orientation, have the right to protection.
• All allegations and suspicions of harm will be taken seriously and responded to swiftly and appropriately.
• We work in partnership with children, parents, guardians, and external agencies to promote child safety.

5. Code of Conduct

All members must agree to the following:

• Treat all children with dignity and respect.
• Always work in an open environment—avoid private or unobserved situations.
• Avoid unnecessary physical contact.
• Never engage in rough, physical, or sexually provocative games or behavior.
• Avoid using inappropriate language or making suggestive comments, even in jest.
• Never do things of a personal nature for a child that they can do themselves.
• Never take a child alone in a car or to a private area.

6. Supervision and Ratios

• Children must always be accompanied by a parent or designated guardian unless a specific, consented activity arrangement is in place.
• Activities involving children must have at least two adult members present at all times.
• The group will maintain appropriate adult-to-child supervision ratios based on age and activity.

7. Parental Consent

• Written consent must be obtained from a parent or legal guardian before a child participates in any off-site or weapons-related activity.
• Parents/guardians will be informed of the nature of activities, any associated risks, and safety measures in place.

8. Safe Weapons Practice

• Children may only handle replica weapons under direct supervision of qualified members.
• Weapons training will be age-appropriate, with strict adherence to safety protocols.
• No child may engage in combat reenactment unless cleared and overseen by a trained adult.

9. Photography and Media

• No photographs or video recordings of children will be taken or shared without prior written consent from parents/guardians.
• Media will not include identifiable details unless expressly agreed upon.

10. Responding to Concerns or Allegations

If any member has a concern about a child’s welfare or observes suspicious behavior:

• Report immediately to the designated safeguarding officer (DSO).
• Record the concern factually, including date, time, and any direct statements made.
• Do not investigate or confront the subject of the concern.

The DSO will follow up according to local safeguarding guidelines and involve appropriate authorities where necessary.

11. Designated Safeguarding Officer (DSO)

Name: Lauren Kerr
Contact: icebornvikings@mail.com
The DSO is responsible for handling all safeguarding concerns and ensuring policy adherence.

12. Training and Review

• All members interacting with children must complete basic safeguarding awareness training.
• This policy will be reviewed annually and after any incident or concern.