Details make all the difference in events. Whether we’re talking about session schedules, venue access, branding, or health and safety. Often, however, when it comes to childcare, those details can be overlooked. And while intentions are positive, such oversights can lead to confusion around responsibilities, regulatory issues and gaps in safeguarding.
After decades in event childcare, I’ve seen it all from brilliant setups to near misses caused by simple misunderstandings. And yet, despite all we share with organisers, I still hear:
“This Company can do it for less and turn it around tomorrow” or “Surely it’s a babysitting service” or “Can’t you just do something like the crèche at IKEA?”
These are questions and statements I’ve come to expect, and actually, when it comes to providing a ‘crèche we can and do provide a similar service… but it’s important that event organisers understand the difference.
Event childcare is regulated - professional childcare delivered in unpredictable environments. It requires planning, expertise... and a thorough understanding of the regulations and exemptions.
Unlike nurseries, we don’t have consistent routines or long settling-in periods. Sometimes we haven’t even had eyes on the room or area allocated to us. Parents often leave children with us for the first time, in a busy venue, with no familiar faces or toys expecting a seamless, safe experience. And rightly so.
We pride ourselves on our ability to provide such a service.
Yet behind that seamlessness is a mountain of compliance, safeguarding protocols, training, and logistics, all of which ultimately fall under the event organiser’s duty of care.
A crèche, by legal definition, provides care for less than four hours and is therefore exempt from some regulatory requirements. That’s why you’ll see crèches in gyms, shopping centres or airports, catering to short stays. It’s also why this is a service we often provide to consumer exhibitions where a little time out for the children might help in the decision making of their parents!
Event childcare, on the other hand, typically spans multiple hours across multiple days, especially at conferences and trade exhibitions. We care for children from breakfast briefings through to evening networking and in these circumstances, where care spans longer than four hours, the legal definition of a crèche no longer applies.
That’s where confusion, and risk, can creep in.
Some providers still assume they’re exempt, they don’t understand the difference. But if care exceeds four hours, or involves repeated attendance, it’s no longer a crèche, it’s event childcare and venue registration documentation, outdoor excursions, nutritious food breaks and the pertaining mountain of policies and paperwork apply.
If you (or your provider) get that wrong, your insurance may be invalid and, more importantly, your safeguarding responsibilities compromised and your event reputation put at risk.
Every event setting Nipperbout creates is temporary, but our approach isn’t.
We still:
• Risk assess every space
• Operate in line with EYFS or equivalent frameworks
• Provide trained, DBS-checked staff
• Are Ofsted inspected
• Register with the relevant regulatory bodies
• Follow GDPR-compliant systems for registration and data control
• Manage diverse needs, languages and ages
• Provide continuity for children through tailored activity plans
• Align with safeguarding-first policies, aligned with public sector standards
• Offer meals, excursions, entertainment and learning
We might be there for two- three days, but our standards are permanent whether we are providing a crèche, event childcare, Pop Up Childcare or a chaperone service.
After years of lobbying, I’m proud that “event childcare” is now formally recognised in exemption lists by the government and regulatory bodies. It’s a small win, but it has put events on the map. Still, the landscape remains complex and unclear.
That’s why I continue to campaign for a dedicated registration system with practical, meaningful compliance specifically designed for the event sector. Until that happens, organisers and childcare providers alike need to take responsibility for getting it right.
Before offering any form of childcare at your event, ask your provider:
1. Are you inspected by Ofsted (or equivalent)?
2. Can you register this setting if required and have you allowed time to do so?
3. Are all staff fully qualified and DBS-checked?
4. Do your practices align with EYFS or equivalent national frameworks?
5. Do you have robust safeguarding, emergency and GDPR policies?
6. What are your security procedures?
7. What procedures and checks do you have for drop off and pick up
8. Are you adequately insured? (For comparison, Nipperbout hold £10 million in public liability and £1 million professional indemnity.)
9. Can you offer risk assessments and safeguarding documentation in advance?
10. What excursions will you plan?
11. Do you know the difference between event childcare and a crèche?
This list isn’t just a nice-to-have. It’s safeguarding. It’s trust. It’s reputation.
Event childcare isn’t about soft play and snack time. It’s a professional, regulated safeguarding solution that protects children, supports working parents and upholds your event’s reputation and integrity.
When done right, it creates a welcoming, inclusive experience for families complete with protection for your event. But when misunderstood, it leaves gaps in compliance, safety and accountability and can put your event at risk.
If you're including childcare in your next event, I applaud you. Please just make sure you're doing it properly, with the right people, the right policies and the right understanding.
And if you're unsure where to start, we’re here to help. After all, we’ve been doing this longer than anyone in the event space.
