Including Kids at Your Meeting? How to Keep Them Safe and Avoid Liability

Around half families with children today have two parents who work, according to the Bureau of Labor Statistics. Traveling for a meeting not only takes one parent away from the kids, it creates a host of childcare challenges. In the case of single parents, it can be even more complicated.

As a result, some meetings are providing childcare services, so that parents to bring the kids along. It’s a win-win: The parents get to check their stress at the door, and the kids get to have the time of their lives.

“Providing childcare allows parents who might otherwise struggle with childcare to attend,” said Janthea Brigden, CEO of Nipperbout, a professional childcare provider servicing meetings. “By offering on-site childcare, we ensure that children are nearby, well-cared-for, and engaged in activities that are both fun and educational.”

However, including children is not just about making sure they’re occupied and entertained – it’s about keeping them safe and avoiding liability. “Organizers hiring babysitters and daycare workers to keep children entertained must ensure that those persons are licensed where necessary, with no history of child abuse, and adequately insured,” said Attorney Joshua Grimes. “If a child is harmed while in the care of a daycare worker hired by conference organizers, a lawsuit against the organizers could result.”

Here are a few steps to take to avoid any issues:

1. Research the on-site childcare provider.
How long have they been in business? Do they use full-time employees or independent contractors? (Companies are better protected when the provider hires W-2 employees, as they are directly managed and held to the company’s standards.) Can they provide references from other meetings? Will they allow you to do background checks on workers? What is their staff-to-child ratio?

2. Do a thorough site inspection of the area or venue where the children's programs will be held.
Make sure the childcare spaces are safe, clean and secure. Due diligence is key.

3. Create an emergency response plan.
Specialized CPR, first aid and emergency response training are a must for your childcare provider. 

4. Check with your insurer.
In addition to the childcare provider, does your company's insurance provider require additional coverage?

5. Address cybersecurity risks.
The childcare provider will need to gather a lot of sensitive information on children, such as health concerns and special needs. Where will that information reside and how will that be protected?

6. Create a communications plan for the parents.
Discuss with your team how parents will be updated about their children throughout the day. What is the protocol in the event of an accident or other issue? Be sure to list a back-up contact in the event that you cannot reach the parents.