Safety Policy

At Collaborative Aotearoa, we believe everyone deserves to feel safe, respected, and welcome. This policy outlines how we work together to create positive experiences at our events and within our community.

Our Commitment to You

We are committed to providing environments where all participants can engage, learn, and connect without fear of harassment, discrimination, or harm. This applies to:

• In-person conferences, events, and hui
• Online webinars and virtual gatherings
• Peer group meetings and workshops
• Any activity organised or hosted by Collaborative Aotearoa

Safeguarding Children and Young People

While our events primarily bring together healthcare professionals, we recognise that children and young people may sometimes be present—whether as guests of attendees, participants in family-inclusive activities, or through programmes involving rangatahi voices in health.

Our Approach

• Children attending our events must be accompanied and supervised by their parent, guardian, or a responsible adult at all times
• Staff and volunteers working directly with children will have appropriate background checks
• We design spaces and activities with the safety and wellbeing of all ages in mind
• We take seriously our obligations under the Children's Act 2014 and related legislation

If You Have Concerns

If you observe or become aware of any situation that concerns you regarding a child's safety or wellbeing—at our events or elsewhere—please speak to a Collaborative Aotearoa staff member immediately, or contact us using the details below. We will treat all concerns seriously, sensitively, and confidentially.

In situations of immediate danger, please call emergency services on 111.

Expected Behaviour

We ask all participants in our community to:

• Treat others with respect, kindness, and professionalism
• Be mindful of your words and actions, and their potential impact on others
• Respect boundaries and obtain consent before physical contact (including photos)
• Look out for each other—if you see something concerning, say something
• Follow venue-specific health and safety guidelines
• Respect the diversity of our community, including different cultures, backgrounds, and perspectives

Unacceptable Behaviour

The following behaviours are not tolerated at our events or in our community spaces:

• Harassment, intimidation, or bullying in any form
• Discrimination based on age, disability, ethnicity, gender identity, religion, sexual orientation, or any other characteristic
• Sexual harassment or unwanted physical contact
• Aggressive, threatening, or violent behaviour
• Disruptive behaviour that prevents others from participating
• Photography or recording of individuals without their consent
• Any behaviour that puts others at risk of harm

Reporting Incidents

If you experience or witness behaviour that concerns you, we want to hear about it. You can report incidents:

• At events: Speak to any staff member wearing a Collaborative Aotearoa badge—they are there to help
• By email: Contact us at admin@collab.org.nz with "Safety Concern" in the subject line
• By phone: Call us on 04 260 6639 during business hours
• Anonymously: If you prefer not to identify yourself, you can still share information that helps us keep our community safe

What Happens When You Report

• We will listen without judgement and take your concerns seriously
• We will respect your privacy and handle information sensitively
• We will take appropriate action, which may include speaking with those involved, adjusting arrangements, or involving appropriate authorities
• We will follow up with you (unless you've reported anonymously) to let you know what steps we've taken

Our Response to Incidents

Collaborative Aotearoa reserves the right to take action in response to behaviour that violates this policy. Depending on the severity and nature of the incident, this may include:

• A verbal warning and request to modify behaviour
• Removal from an event or activity
• Exclusion from future events
• Termination of membership
• Reporting to relevant authorities where required by law or where there is risk of harm

Our goal is always to resolve situations fairly while prioritising the safety and wellbeing of our community.

Health and Safety at Events

Beyond interpersonal safety, we also take practical health and safety seriously:

• Events comply with venue health and safety requirements
• Emergency procedures are communicated at the start of events
• First aid resources and trained personnel are available at larger events
• We accommodate accessibility needs wherever possible—please let us know your requirements during registration
• Dietary requirements and allergies are catered for when you inform us in advance

External Resources

If you or someone you know needs support, the following services are available:

• Emergency: 111 (Police, Fire, Ambulance)
• Oranga Tamariki: 0508 326 459 (concerns about children)Report a concern
• Need to Talk? Free call or text 1737 (mental health support)
• Victim Support: 0800 842 846
• WorkSafe NZ: 0800 030 040 (workplace health and safety)

Changes to This Policy

We review this policy regularly to ensure it remains fit for purpose. We will notify our community of significant changes through our usual communication channels.

Contact Us

If you have questions about this policy, want to discuss a concern, or need support, please reach out:

Collaborative Aotearoa Charitable Trust (CC63011)

See also our Privacy Policy and Terms of Use for more information about how we operate.