NDCS ROADSHOW - VISIT REQUEST FORM: SCHOOL VISITS
Thank you for your interest in booking the NDCS Roadshow. Please help us to plan a visit by completing
ALL sections in this form.
Section 1 - YOUR DETAILS
1. Name of organisation requesting visit:
2. Organiser contact name and address (to post visit information to)
3. Venue Address for Roadshow Visit:
*We use Sat Nav: please provide nearest building number to help us locate venue*
4. Postcode:
5. Preferred Date of Visit:
6. Email:
7. Mobile/Text:
8. Fax No:
9. Telephone (day):
10. Outside work hours:
11. UK Region: (i.e. South East):
Section 2 - YOUR VENUE
Access to the venue is particularly important. The Roadshow dimensions are listed below.
WEIGHT AND HEIGHT RESTRICTIONS
The Roadshow weighs 8.3 tonnes and is 3.7 metres high. Are there any weight or height restrictions at your
venue? YES
NO
ACCESS
The entrance to your venue must be no less than 3 metres wide and 8 metres high. Is the access
road/gateway wide enough for our bus? YES NO
The Roadshow uses a hydraulic system to set up and operate the lift. The hydraulics are underneath the
lorry behind the rear wheel and can be damaged by ramps or steep slopes. Are there any ramps or steep
slopes? YES NO
On access road
YES
NO
At entrance
YES
NO
On site
YES
NO
If yes, please give details:
EXHIBITION AREA
In order to set up the display unit, the Roadshow must be parked on a firm, flat surface which does not
slope. The Roadshow cannot drive across, or be set up on, rough ground or soft grass. If parked on the
road the Roadshow cannot be opened up over the pavement. It may be parked on firm gravel, but not loose
gravel. Please email [email protected] if you have any concerns.
When fully opened the Roadshow has an overall width of 6.75 metres, and needs more than 9 metres width
in total for easy access via the stairs. Can you provide this?
YES
NO
Will the Roadshow will be parked on a firm, flat horizontal surface e.g. concrete or tarmac:
YES
NO
The equipment on board the vehicle is powered by mains electricity. The plug point must be no more than
50 metres from where the vehicle will be sited. Can you provide a link up to an electricity supply (ordinary
13 amps, 3 pin plug point) at your venue?
YES
NO
I have watched the video clip showing the Roadshow opening and setting up at
www.ndcs.org.uk/listeningbus.
YES
NO
Your venue MUST match the specifications for the Roadshow. Please ensure that you have
answered all the requirements above. If the site does not meet the requirements above, we reserve
the right to CANCEL the Roadshow visit on the day of arrival.
TIMINGS
When deciding the opening/closing times of the Roadshow, please bear in mind that the team will need
access to the venue 1 hour before opening time to set up the bus and 1 hour afterwards to close the
display. Please ensure the parking area the bus will use is cordoned off the night before the visit to prevent
access problems on the morning.
The earliest opening time is 10am, and the Bus will be open for a maximum of 5 hours (including a
scheduled 1 hour lunch break).
Open Time:
Close Time:
Is it possible to park the bus at the venue the night before? Please state any time
restrictions:
Section 3 – PUBLICITY
Once we have confirmed the visit with you we will send you a confirmation pack. This includes guidelines
for organising the day, A5 leaflets, a timetable and a pupil information sheet to fill in and return to us before
the visit.
While we do deliver deaf awareness workshops to hearing students, as demand for the Roadshow exceeds
the number of visits we are able to deliver, we have to prioritise visits that deliver to deaf children/young
people. So, to make the most of the visit and reach more deaf students, we strongly encourage schools
to invite deaf children/young people and parents from their local community. We will provide
promotional leaflets for you to distribute to your deaf students, their families, other local schools, hearing
impaired units, deaf clubs, support services, local libraries, etc. that may encourage local deaf children/
young people to come along.
1. Please give a contact telephone/text number to be used on promotional leaflets:
2. Would you like this pack emailed or posted to you?
EMAIL
POST
(For posted packs only)
3. How many leaflets will you need?
(we can send out a maximum of 40 paper
leaflets but if you require more we can send the leaflets out as a pdf for you to print out)
4. Please tick from the list below who you will be inviting along to your visit:
Other local schools who may have deaf students
Local services for deaf children/ young people (E.G. sensory support services, audiology clinics, etc.)
Your local deaf children society (parent led groups)
Deaf youth organisations
If possible, please provide the names of the organisations/ schools you will be contacting:
5. How did you find out about the Roadshow?
NDCS Website
Local DCS Group
NDCS Membership/Magazine
Seen it before
NDCS Staff Member
Other (please specify)
Section 4: YOUR VISIT
Please provide the following information to ensure our workshops can be tailored for your students needs.
Please note NDCS uses the term deaf to cover all levels of deafness.
1. What do you hope to get out of the bus visit?
Deaf students having greater confidence in voicing their communication needs
Deaf students having better understanding about technology and how to access it
Better communication between the deaf and hearing students
Better deaf awareness amongst the staff
Better understanding of NDCS and the support we offer
Other (please specify):
2. Please explain why you want to achieve those things (e.g. are there any
specific circumstances at your school that has prompted this?):
3. Your school:
Primary school
Special Needs school
Other (please specify):
Secondary school
Deaf school
4. What are the age groups of deaf children/young people attending the
Roadshow visit? Please give estimated numbers of each:
This information will help us plan the programme, as we have different workshops
depending on the age and number of deaf pupils in each group. For all workshop
summaries and criteria see: www.ndcs.org.uk/listeningbus
Nursery/ reception ……………
5-7 years ……………
8-10
Years ……………
11-16 Years …….........
17+ ………………
5. Choice of workshops: Please tick the workshop options you would like delivered
for the deaf students:
For primary schools:
Emotional Health and Well Being (ages approx. 8-10)
Technology and about NDCS (ages approx. 5+)
For secondary schools:
We can offer 4 different workshops for deaf young people aged 11+. Please refer to our
secondary school workshop guidelines at www.ndcs.org.uk/listeningbus for the details
about these workshops, and age and group size requirements.
Technology and about NDCS (all ages)
Emotional Health and Well Being (ages approx. 11-14)
Who Am I? (ages approx. 13-16)
My Future (ages approx. 15-19)
6. Communication and access preferences
6.i) In the workshops, the communication we use as standard is Sign Supported English
(SSE) signing while speaking. If you would prefer different forms of communication please
note it here:
6.ii) Are there any children with additional needs or other factors that we need to consider
for the group? (e.g. visual impairments, wheelchair users, behavioural issues etc) Please
give details:
Terms of the visit (tick to accept)
The NDCS cannot accept liability for any injury to visitors to the Roadshow. We ask you to ensure
that all children are adequately supervised during the visit. For school visits, each group must be
supervised by at least one member of staff.
As the organiser of the visit, you must provide a completed pupil information sheet and timetable for
the day at least 2 weeks before the visit date. This will be using the guidelines and templates we will
provide you once the visit has been confirmed. If this is not received in advance we reserve the right to
refuse entry to groups of children on the visit.
You have checked the venue accommodates the necessary requirements for the Roadshow to
access the car park and open up. If we arrive and cannot safely set up the Roadshow we reserve the
right to cancel the visit on the day.
You have read, understood and agree to comply with the requirements of hosting the Listening Bus,
as detailed in the school Agreement (below)
Signature:
Please note: your Roadshow visit is NOT confirmed until you receive the confirmation pack
To return by post:
The NDCS Roadshow Team, NDCS, Ground Floor South, Castle House, 37 – 45 Paul Street, London EC2A 4LS
Email: [email protected]
Agreement between:
National Deaf Children’s Society (NDCS) and ________________________________(School)
This agreement outlines the terms and conditions relating to the NDCS Roadshow visit at the venue shown
above.
Please read the agreement below outlining the roles and responsibilities of both parties. Once you have read
and understood the requirements please indicate this by ticking the relevant box on the Booking request form.
Before the visit
The school
(you) will:
Please keep and complete the checklist prior to the Roadshow visit (please contact
[email protected] if you have any queries)
Check that the venue meets the necessary requirements for the Roadshow to
access the car park and open up (set out in the booking request form). If we
arrive and cannot safely set up the Roadshow we reserve the right to cancel
the visit on the day.
Read the workshop guidelines (with emphasis on age ranges and suitability)
and provide a session timetable at least two weeks prior to the planned visit.
Work with the Roadshow Team to ensure that the workshop timetable provides
maximum benefit for the deaf children and young people.
Provide details about the deaf children and young people that will be visiting the
Roadshow (e.g. age, communication or special needs) at least two weeks prior to
the visit (on the pupil information sheet) so as to allow the team time to tailor the
workshops to best meet the needs of the deaf children and young people
attending.
Use the resources provided to publicise the event.
Where appropriate, invite other deaf children and young people to maximise the
impact of the visit.
Make use of the material provided by NDCS to ensure that everyone involved
knows what to expect from the visit (PowerPoint, staff guidelines).
Advise the Roadshow team whether they are able to pre book a school lunch or
whether there are places close by for them to purchase a lunch.
In the event that the school has to cancel the event, the school will a) give as
much notice as possible and b) work with NDCS to reschedule if applicable.
NDCS will:
Provide the organiser with the workshop guidelines and all other information
required to plan the visit on confirmation of the booking.
Work with the organiser to ensure that the workshops are targeted to provide
maximum support for the deaf children and young people that will be attending.
Assist the organiser in preparing the session timetable, to ensure that the day runs
smoothly.
Use the pupil information, provided by the school, to plan appropriate workshops
that are tailored to meet the needs of the students.
If NDCS has to cancel the event, we will work together with the school to
reschedule to a mutually agreed date (although this may not be possible within the
same tour year).
During the visit
The school Ensure the parking area that the Roadshow will use is cordoned off the night
(you) will:
before the visit to prevent access problems on the morning.
Ensure that the venue is ready for the Roadshow to arrive and for the team to set
up at the agreed time on the day of the visit.
Provide all staff, involved with the workshops, with the session timetable.
Ensure that the timetable is adhered to, so as to allow the day to run smoothly.
Should there be any necessary last minute changes, these will need to be
discussed with the Roadshow team.
Follow the guidelines for school staff involvement in the workshops.
Provide support to the Roadshow team in managing behaviour and supporting
children with additional needs, where necessary.
Ensure that you are clear which member of your staff will be responsible for
supporting each child/young person during and following the visit.
Ensure that you are clear, for each child/young person, which member of your staff
is responsible for dealing with any matters which arise during or following the visit.
Complete and return the ‘on the day’ feedback form to the Roadshow team.
NDCS will:
Arrive in good time to set up the Roadshow ready for visitors.
Deliver quality workshops, targeted to provide maximum benefit and information
for the pupils and visitors.
Have relevant informational booklets to supply to visitors and school staff.
Supply the organiser with an ‘on the day’ feedback form.
After the visit
The school
Complete and return the post visit feedback to the Roadshow team within 4 weeks
(you) will:
of delivery of the visit.
NDCS will:
Provide a post visit feedback form approx. 3 weeks after the visit.
Provide continued support, advice and information, where requested, via the
NDCS Helpline 0808 800 8880
Safeguarding children1
NDCS takes our safeguarding responsibilities very seriously and we are committed to providing a
safe environment for all deaf children. This means that when we are working with other
organisations or individuals, it is important for us to ensure the same level of protection for deaf
children. For this reason it is very important that you read, understand and comply with the actions
outlined below. If you require further clarification, please get in touch ASAP.
NDCS will:
 Work within the guidelines of the Child Protection policy and Safer Working
Practice policy.
 Ensure that all staff have a current and enhanced DBS certificate
(a copy will be available for you to see).
 Provide you with an online link to the summary version of:
The school
(you) will:
-
NDCS Child Protection Policy
-
NDCS Safer Working Practice Policy
 Read the NDCS safeguarding summary policy documents.
 Request to see the full policies, DBS certificates or further clarification if
required.
 Confirm (below) that NDCS policies conform to your organisation’s
safeguarding/child protection procedures.
 Confirm that in the event of any safeguarding concern about a child or
young person, you will take the necessary action in conjunction with NDCS
and be able to provide details of all children and young people attending
(names, addresses, contact details of those with parental responsibility,
consents) if required.
 Confirm that, in the event of any safeguarding concern about a member of
your staff/volunteer team that you will take the necessary action in
conjunction with NDCS under managing allegations and disciplinary
procedures.
 Confirm that when recruiting staff and volunteers, you take measures to
ensure that they are safe to work with children and young people (safer
recruitment practice). Measures must include full disclosures2 updated
within the past 3 years3 - unless the individual has registered with the
update scheme (DBS), in which case please confirm the interval at which
you re-check.
 Confirm that you have a child protection / safeguarding policy in place.