Introduction#

This policy outlines the commitment of CodeWarriors to providing a safe, supportive, and inclusive environment for all Game Jams participants, instructors, and leaders. We are dedicated to ensuring the safety and well-being of every participant and maintaining high standards of safety throughout all game jam activities.

1. Supervision & Child Wellbeing#

Supervision

  • Children are never left unsupervised, including during breaks and transitions between activities.
  • We maintain appropriate leader-to-participant ratios to ensure adequate supervision at all times.
  • Specific areas are designated for supervised activities, and participants will be informed of these boundaries.

Behaviour & Discipline

  • We strive to create a positive, encouraging, and supportive atmosphere where participants feel comfortable and confident. We expect game jam participants to show respect for others, leaders, and equipment.
  • Bullying, unsafe actions, or inappropriate behaviour will not be tolerated.
  • Minor issues are addressed with reminders; repeated or serious issues will result in contact with the parents/guardians, and in rare cases, removal from the game jam.

Child Protection & Privacy

  • All adult leaders working directly with children hold current NSW Working With Children Checks (WWCC).
  • When a senior high-school guide leads a class, an adult leader is always present.
  • Photographs or videos may occasionally be taken for promotional purposes, but only with parental consent provided at registration.
  • Children’s personal information is kept confidential and used only for game jam-related activities.

Online Safety

  • All online activities and content accessed during the game jam will be age-appropriate and relevant to the curriculum.
  • Clear guidelines for internet usage are explained to participants, and leaders actively support responsible online behaviour.
  • A zero-tolerance policy for cyberbullying will be enforced, and participants will be educated on responsible online behaviour.

2. Health and Medical Care#

First Aid & Emergency procedures

  • At least one game jam leader on site is trained in First Aid and CPR. The designated First Aid leader (Safety Officer) is named in your Jam Information Pack.
  • A First Aid kit is available at all game jam venues.
  • Contact information for the parents/guardians and the emergency contact is provided in the game jam sign-up form, submitted before game jam starts. This information is readily accessible to attending adult leaders.
  • In the event of fire, evacuation, or lockdown, leaders follow venue emergency procedures. Parents are notified as soon as possible.

Medical Needs & Allergies

  • Parents/guardians must provide full details of medical conditions, medications, allergies, and dietary requirements in the game jam sign-up form.
  • All game jam leaders are informed of individual requirements for participants, each morning.
  • Some game jams include provision of morning tea and lunch. Parents must advise details of food allergies and dietary requirements. This information is provided in the game jam sign-up form, submitted before game jam starts. We take all reasonable steps to provide safe options, but we cannot guarantee an allergen-free environment.
  • Clear procedures for the administration of prescribed medications will be followed by an adult leader.

Health & Attendance

  • Children should not attend a game jam if unwell, especially with infectious illnesses.
  • If a child becomes ill during a game jam, parents will be contacted to collect them.

3. Daily Routine#

Drop-Off & Pick-Up

  • Participants can be dropped off to a game jam up to 30 mins prior to start time. For example if the game jam start time is 9:30am they can arrive from 9:00am.
  • Parents/guardians must sign-in each day with an adult leader.
  • Children can be picked up between 3:30pm and 4pm, and must be signed out by a parent/guardian.
  • If someone else will collect your child, please notify game jam leaders in writing in advance.
  • If you are delayed at pick-up, please contact the game jam phone number as soon as possible.

Food

  • Lunch and a small morning tea are provided each day.
  • Parents should remind children not to share food with others due to allergy risks.
  • Children are welcome to bring extra snacks if desired.
  • Please do not send food containing nuts, as we aim to minimise allergy risks.

Equipment & Belongings (BYOD / PP5 / Jam Device)

  • Bring Your Own Device (BYOD option):
    • Most game jams require participants to bring their own laptop or device.
    • We will make every reasonable effort to support children using their own device, regardless of brand or operating system.
    • Parents/guardians are responsible for ensuring BYOD devices are in good working order and fully charged each day.
    • CodeWarriors cannot accept responsibility for loss, theft, or damage to personal devices or other belongings.
  • Game Jam Device (Provided by CodeWarriors):
    • In some circumstances we may be able to provide a limited number of devices for in-jam use for families who cannot provide their own.
    • Game Jam Devices remain the property of CodeWarriors and are not taken home.
    • Devices may be older or borrowed models, but will be set up to support all game jam software/activities.

Pair-Based and Collaborative Learning & Device Sharing

  • Our game jams use pair or small-team based collaboration, where two or more participants collaborate on the same project.
  • This approach encourages teamwork and problem-solving skills.
  • If two friends or siblings attend together, they may choose to share a single laptop or Raspberry Pi during a game jam. This option is selected during sign-up.

4. Communication & Feedback#

Emergency Contacts

  • Parents/guardians provide contact details for themself and at least one emergency contact during sign-up.
  • In an emergency, game jam leaders will first attempt to contact the parent/guardian, then the listed emergency contact(s).

Complaints & Feedback

  • We welcome feedback and take concerns seriously.
  • If you have a concern, please raise it with an adult game jam leader on site.
  • If not resolved, contact the Game Jam Coordinator Simon Forwood. Contact details are in the Information pack and via our Contact page.

Our Commitment#

Our team is dedicated to providing a safe, fun, and inspiring environment where every child can learn, create, and thrive.

Review and Updates#

This policy will be reviewed annually, or as needed, to ensure its effectiveness and compliance with current regulations. The next review is scheduled for May 6, 2027.

Contact Information#

For any questions regarding this policy, please contact the Game Jam Coordinator:

Simon Forwood
Contact details are in the Information Pack, and on our Contact page.


Version 1.2 — Last updated: 6 May 2026
This policy is reviewed annually or as needed. The most current version is always available at https://gamejams.codewarriors.com.au/safety/