EQUAL OPPORTUNITY & ACCESSIBILITY
Heirloom Traditional Arts (producers of Heirloom Traditional Arts Festival) will take every possible step to ensure that no person working within the organization, seeking employment/volunteer opportunities with us, or any of our customers will receive less favorable treatment (direct discrimination) or will be disadvantaged by requirements or conditions that cannot be shown to be justifiable (indirect discrimination) on the grounds of their:
Age
Disability
Gender including gender reassignment
Race (including color, nationality, ethnic or national origin)
Religion/belief or non belief
Sexual orientation
Marital, partnership and family status
Socio-economic status
Trade Union membership or non membership
Our Equal Opportunities Policy will help all those who work for us to develop their full potential and the talents and resources of the traditional music community will be utilized fully to create an organization with opportunities for all.
We will take positive steps to ensure that the policy is known to all employees/volunteers, potential employees/volunteers and organizations that we work with. We will also ensure that equal opportunity is embedded in all our policies, procedures, day to day practices and external relationships.
HEIRLOOM CODE OF PRACTICE
Heirloom Traditional Arts (producers of Heirloom Traditional Arts Festival) have recently signed up to the Musicians Union/Incorporated Society of Musicians Code of Practice. This is a set of principles to tackle and prevent bullying, harassment and discrimination for all those working in the music sector. We reproduce it here:
These principles aim to eradicate bullying, harassment, discrimination and other forms of inappropriate behaviour within the sector. They will also help employers to meet their legal requirements as well as setting out a shared vision for promoting and maintaining a positive working culture.
All employers, employees, officers, workers, agency workers, trainees, students, tutors, volunteers, trustees and freelancers should adhere to these principles. Everyone is responsible for promoting and maintaining an inclusive workplace which is positive and supportive.
We are committed to promoting and maintaining a diverse and equal working culture
We oppose bullying, harassment and discrimination and will not tolerate such behavior within our own organization and network.
We are committed to playing our part in improving the working culture of the music sector.
We are anequal opportunities employer and committed to improving diversity within our own workforce
We value inclusivity, appreciate difference welcome learning from others and consider people equal without prejudice or favour. We build relationships based on mutual respect. We will work to give and receive feedback in a constructive way, which we know will improve creativity and productivity.
We will take a proactive approach to improving the working culture of our own organization (e.g. ensuring equal opportunities in any recruitment and selection process, providing flexible working policies and family-friendly contracts).
We will encourage appropriate behavior within our own organization and in our network.
Where we work with individuals under the age of 18, we will ensure that appropriate safeguarding training and advice is provided to our staff and representatives.
We will implement and promote appropriate policies, procedures and complaints processes to protect everyone - including the freelancers we engage and students we teach.
We will respect each other's dignity, regardless of the seniority of our role in any setting.
When reports are made
We understand that it is difficult for individuals who have suffered bullying, harassment or discrimination to speak out.
We will respect confidentiality where possible and aim to make the process of reporting clear, straightforward and accessible.
Reports of bullying, harassment or discrimination made to us will be taken seriously, handled sensitively, and with the complainant's safety and wellbeing as our first priority. This will mean providing adequate protection for complainants and, where bullying harassment or discrimination is found to have occurred, taking appropriate action against the perpetrators. Wewill do all in our power to ensure that individuals who have made complaints or participate in good faith in any investigation do not suffer any form of reprisal or victimisation as a result.
Where individuals belong to a trade union or professional association, we will encourage them to seek its advice and support.
We will maintain a list of support services for use by those who have suffered harassment bullying or discrimination.
Where issues are raised with us that may be of a criminal nature, we will refer the individual concerned to an appropriate support service (e.g. https://www.thehavens.org.uk).
We will ensure that these principles are embedded at the early stages of careers in the music sector and the performing arts, to ensure that a safer, more inclusive working culture becomes the norm.
HEIRLOOM FAIR WORK STATEMENT
Heirloom Traditional Arts employs independent artists in all its roles. The people we work with are engaged using the following principles:
Fair Pay
Industry standard rates are consulted, for musicians that means the Musicians Union, and for other roles where union representation is not standard we consult with our peers in the industry. For all freelancers working for Heirloom rates will always be above the real living wage.
Whilst we do not have our own premises, we work with venues who pay all staff the real living wage or above. The current real living wage rate can be viewed by visiting scottishlivingwage.org
Musicians are paid for any performance whether a regular ticketed concert or a promotional event.
Opportunity
As we are a small organization there is not a huge amount of opportunity for our freelance team to progress to other roles, however we do support those working with us to gain skills that they can use with other employers, for example introducing musicians to programming roles (and bringing them to showcase events), allowing social media professionals a chance to improve their video editing skills, and supporting technicians in work experience with our sound crew (one such person is now a highly valued part of our regular team).
For emerging talent we hold showcase events at each of our festivals allowing them to play to a live audience whilst also receiving a professionally mixed live track and professionally edited live video to use going forward.
And if we photograph a show the musicians are given access to those pictures so they can use them for promotional purposes.
Respect, communication and caring for all involved
We think it very important that our team enjoy what they do, are well looked after and are listened to. This has become an under-rated part of work that we are passionate about. We have always known that if you pick the best venues with the best acoustics and sight lines, employ great sound engineers, and supply good back stage areas this goes a long way to keeping musicians happy. And this isn’t just good news for them it’s great for the audiences too.
For engineers we ensure that they have all the equipment they need to put on a good show and that have reasonable breaks between soundcheck and performance.
All the team (not directly involved with the staging of a concert) can come along to our shows and many do. Musicians are welcome to sit in on other gigs happening at the festivals.
We ensure that musicians know all pertinent information about the show in good time and can contact show producers if they need assistance with anything. We reply to their questions, in most cases, on the same day.
Additionally programmers, marketers and engineers all have direct lines of communication to us and know that we are open to their suggestions at all times.
For volunteers, all are able to enjoy the show they are helping out with and offered refreshments.
During the festivals our musicians, technical staff and engineers are fed by in-house caterers, drinks are supplied in dressing rooms (with many non-alcohol options available).
For those musicians requiring accommodation this is provided as close to the venue as possible in good quality hotels (usually Premier Inn).
We have a code of practice in place so all involved know where to go if they have a problem, and can contact our trustees directly if they need to do so.
Security
We are not able to offer job security in the traditional way as we do not employ any full-time staff. As mentioned above all our co-workers are freelance. However, we do offer fair rates of pay, often well above real living wage and union rates; we ensure that hours of work are well defined; and offer flexibility for those in non-production roles. This flexibility means that we are able to work with those who have young children, suffer from chronic health conditions/disabilities or have other challenges such as neurodiversity.
We also make sure that musicians booked are supported if they have additional needs such as childcare, disability or are just in need of a rehearsal space.
In summary
We take great pleasure in our work putting on concerts and producing festivals in Frankfort. We want everyone who works with us – in production, support and performance roles – to feel that way too.
SAFEGUARDING POLICY – HEIRLOOM TRADITIONAL ARTS
Commitment to Safety
1. Heirloom Traditional Arts works actively to prevent harm and promote the welfare of all children and adults at risk that we interact with. This Safeguarding Policy applies to individuals referred to as 'Beneficiaries'.
2. Heirloom is committed to ensuring the safety and well-being of all the Beneficiaries, free from discrimination based on age, disability, race, religion, sexual orientation, gender identity, or any other protected characteristic.
3. This Safeguarding Policy adheres to the latest safeguarding laws of Kentucky, including relevant government guidance. If there is any conflict between this Policy and these laws, Heirloom will always prioritize upholding the legal requirements.
4. Heirloom has implemented this Safeguarding Policy in fulfilment of its obligations as a charity regulated by the Kentucky Secretary of State (The Soundhouse Organisation is registered with the Scottish Charity Regulator with charity number SC044521).
5. For questions about this policy, please contact Heirloom at…
Safeguarding Policy Scope
6. This Policy applies to everyone working for or representing Heirloom in the US, regardless of position, employment type (full-time, part-time, temporary), or affiliation (direct employee, contractor, volunteer, intern; collectively ‘Team Members’).
7. This Policy is separate from employment contracts. To ensure its effectiveness, Heirloom may revise the Policy at any time. We will communicate any changes transparently.
8. This Policy outlines Heirloom’s approach to harm prevention for its Beneficiaries through Team Members’ conduct and practices.
9. This Safeguarding Policy applies to the organization and operation of all Heirloom activities that involve children and adults at risk (i.e. Relevant Activities). These primarily include:
a. Workshops
10. If workshops are offered in collaboration with a third party then Heirloom will defer to the third party’s Safeguarding Policy, and ensure that that policy is in place.
Safeguarding Definition
11. The term 'Safeguarding' refers to practices and procedures designed to protect vulnerable individuals from harm or potential harm. It also promotes their overall well-being. Safeguarding is particularly crucial for children and adults at risk, with most legal obligations related to their care. This Policy specifically addresses:
a. Children, who are individuals under 18 years old (in England, Wales, and Northern Ireland) or under 16 years old (in Scotland).
b. Adults at risk, who are individuals 18 years old or over (in England, Wales, and Northern Ireland) or 16 years old or over (in Scotland) who require care and support, and due to this, are unable to protect themselves from harm (e.g. illness, disability). This can be temporary or permanent.
12. This Safeguarding Policy outlines Heirloom's commitment to protecting its beneficiaries from harm caused by:
a. The Soundhouse Organisation activities, practices, and the potential for harm arising from the conduct of its Team Members, or
b. People and situations beyond (Heirloom) and its Staff Members' control. This includes instances where Team Members are aware of, ought to be aware of, or reasonably suspect a situation that poses a safeguarding risk.
13. This policy defines a 'Safeguarding Concern' as any conduct or situation that a Staff Member or someone else suspects might violate the safeguarding commitments above.
How Heirloom Protects Its Beneficiaries: Key Safeguarding Measures
14. Prioritizing child safety by following the local Child Protection Committee by offering valuable leadership and guidance to ensure children's well-being.
15. Prioritizing safeguarding adults by applying leadership and guidance provided by local Adult Protection Committees.
16. All Team Members working with children and vulnerable adults will receive training on identifying and reporting safeguarding concerns. Training will also be made available to any Team Member requesting it. Also, Heirloom encourages them to report any Safeguarding Concerns they identify (set out below under the heading 'Procedures: Reporting').
17. We create a safe, accessible, fair, and efficient space for all Team Members to raise safeguarding concerns (colleagues, beneficiaries, or anyone else involved). We expect all Team Members to listen attentively and professionally. Training will equip Team Members to support those raising concerns and guide them through Heirloom's established reporting procedures. All reported concerns will be handled by designated individuals and teams following Heirloom's relevant procedures (detailed below under 'Procedures: Investigation and Response').
a. Heirloom has fair and objective procedures to address all safeguarding concerns, even when they involve Team Members. Allegations are taken seriously, with the severity of the claims considered throughout the process. We are committed to protecting all parties involved. This means we will only presume guilt or publicly criticize people once a thorough investigation is completed.
b. Reports that qualify as protected disclosures under whistleblowing law will be handled with the utmost confidentiality and following all relevant whistleblowing policies law.
18. Brett Ratliff is designated as the lead for safeguarding policies and procedures within Heirloom.
19. Following appropriate recruitment processes for all new team members, including volunteers. These processes include:
a. All new Team Members must take part in, and understand the content of, all necessary safeguarding training before having any contact with Heirloom's Beneficiaries. This training equips them with the knowledge and skills to keep everyone safe.
20. Every team member should be provided with, and required to undertake, training that is appropriate to their role, responsibilities, and degree and type of contact with Beneficiaries. This should, if appropriate, include training on:
a. Identify and respond to abuse by recognising signs of physical, emotional and sexual abuse, neglect, and exploitation.
b. Learn active listening skills and how to navigate disclosure of safeguarding concerns, including confidentiality.
c. Follow reporting procedures by understanding when and how to report concerns using The Soundhouse Organisation's established procedures.
d. Stay informed by discovering additional resources like policies, documents, and external training to stay up-to-date on safeguarding best practices.
21. Treating all safeguarding information with the utmost confidentiality and security. This involves:
a. Complying with UK data protection legislation, including The UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
b. Following Heirloom's data protection policies and procedures.
c. Providing Team Members with training on data protection and privacy, if appropriate.
d. Making easy to access Jane-Ann Purdy, who can be contacted by emailing jane- ann[@]soundhouse.org.uk for Team Members as an identifiable point of contact for questions or concerns about data protection and privacy.
e. Sharing safeguarding information internally ONLY on a strict need-to-know basis to ensure the best possible care for the beneficiary involved.
22. Building a safe environment by creating a culture of transparency and awareness to prevent harm. For example:
a. Encourage open communication by informing beneficiaries about Heirloom's safeguarding procedures and how to report any concerns.
b. Acknowledge by the Team Members of safeguarding laws, Heirloom's safeguarding commitments and procedures, and Team Members’ responsibilities concerning these.
23. Regularly reviewing all safeguarding policies and procedures to ensure that they are up-to-date with safeguarding law and that they remain suitable for The Soundhouse Organisation's Relevant Activities and workforce, and meeting any review and evaluation requirements specific to The Soundhouse Organisation's industry and organisation type
Team Members Responsibilities
24. All team members are responsible for promoting the safety and well-being of all of The Soundhouse Organisation's Beneficiaries by following all of The Soundhouse Organisation's policies and procedures relevant to safeguarding and all UK laws relevant to safeguarding. Specifically:
a. All Team Members at The Soundhouse Organisation play a role in keeping Beneficiaries safe and every role will be covered in detail during training. In case of doubt, it is important to contact Jane-Ann Purdy to clarify any aspect of roles and responsibilities.
b. Encourage all Team Members to actively participate and ask questions if anything is unclear to Jane-Ann Purdy.
c. Do not risk the safety or well-being of any of The Soundhouse Organisation's Beneficiaries by avoiding any of the next situations:
i. Subjecting them to or facilitating abuse of any sort.
ii. Engaging in any sexual activity with children (i.e. anybody under the age of 18).
iii. Participating in or facilitating any activities that may commercially exploit Beneficiaries. For example, failing to report suspected child labour or trafficking.
d. Team Members must report all Safeguarding Concerns that they have regarding Beneficiaries' safety, regardless of whether the concerns relate to potential wrongdoing of other Team Members, other Beneficiaries, or external parties (e.g. parents, teachers, other organisations, or members of the public).
Procedures: Reporting
25. To ensure the safety of The Soundhouse Organisation Beneficiaries, Team Members will be trained to recognise potential safeguarding concerns like abuse, neglect, and threats to well-being.
26. Team Members who identify a safeguarding concern should report it following the next steps:
a. Contact management or the board of trustees (see below)
27. Team Members unable to follow the standard reporting steps should still report the concern in another alternative way. This may be the case if, for example:
a. Contacting someone potentially involved in the concern, or someone the Team Member feels uncomfortable approaching, or
b. In emergencies involving a risk of serious harm, contact emergency services (e.g. police, ambulance, mental health crisis line) directly, or, if appropriate, report the concern to a senior member of The Soundhouse Organisation's team
Procedures: Investigation and Response
28. All Reported Safeguarding Concerns at The Soundhouse Organisation are treated seriously and addressed promptly by trained personnel following the established procedures and relevant laws. For more details about these procedures, please contact Jane- Ann Purdy.
29. We aim to keep Team Members who report a Safeguarding Concern informed about its progress as much as possible, depending on the nature of the concern and the confidentiality of the investigations.
30. In case of breach of this Safeguarding Policy or safeguarding law in general by a Team Member, they will be treated fairly and will only be dismissed if appropriate in the circumstances and in accordance with employment law.
31. External referrals or notifications (e.g. to police services, local authorities, or regulatory bodies) will only be made when deemed necessary and strictly following applicable laws, including data protection regulations, to ensure the safety and well-being of Beneficiaries.
Supporting Documents and Other Protections
32. While this Safeguarding Policy outlines key procedures, The Soundhouse Organisation has additional policies to safeguard Beneficiaries, Team Members, and others. These include:
a. Code of Practice
33. Contact the person within the Organisation responsible for HR matters or Team Members' line managers to obtain this policy, along with related procedures and documents.
CONTACTS
Soundhouse management contact: Jane-Ann Purdy
jane-ann[@]soundhouse.org.uk
Soundhouse trustees contact: Ros Rigby
ros[@]rosrigby.com
Musicians Union
safespace[@]theMU.org
Policy last reviewed: 08/10/26