1. Trustee Promise

Our trustees promise to:

• Always put the charity first
• Attend most meetings and make careful decisions
• Tell us straight away if they have any personal connections to charity business
• Never share private information

Checked every year by our Chair

2. Dealing with Conflicts

If a trustee or staff member could benefit personally from a charity decision:

1. They must tell us in writing
2. We decide if they can still be involved
3. We keep a public record of these situations

Example: A trustee’s company can’t bid for our contracts without special checks.

Checked twice a year by our CEO

3. Protecting Your Data

We:

• Only collect information we really need
• Delete old information we don’t need
• Will tell you if we lose your data (and report serious cases within 3 days)

All staff get yearly training on data protection

4. Health & Safety

In our work spaces and at our events:

• We regularly check for risks
• Staff get safety training
• We fix dangerous problems quickly

We meet strict Health and Safety standards

5. Handling Donations

We:

• Never pressure people to give
• Explain exactly how money will be used
• Say no to money from tobacco companies or other unsuitable sources

Big donations (£50k+) get extra checks

6. Our Savings Policy

We keep:

• Enough to cover 3 months’ bills (for emergencies)
• Never more than 9 months’ costs (extra money goes to projects)

Our Treasurer reviews this yearly

7. Staff Behaviour

All team members must:

• Be respectful to everyone
• Keep charity information private
• Only use charity resources for charity work

The CEO oversees this policy

8. Flexible Working

Most staff can:

• Work from home 1 day/week
• Need proper home workspace
• Be available between 10am-6pm for team calls

Checked yearly by our COO

9. Social Media Rules

For our accounts:

• Only authorised staff can post
• We check facts before sharing
• We never support political parties

For personal accounts:

• Staff always indicate “Views are my own” when talking about MVT
• Never share private charity information

Our Campaigns & Comms Manager checks these rules yearly

10. IT Security

Everyone must:

• Use allocated and authorised strong passwords
• Tell IT immediately if a device is lost
• Never download dodgy software

Our Administration & Accounts team can check for misuse if needed

12. Accessible Website

We make sure our website:

• Works with screen readers
• Has text descriptions for images
• Offers alternatives to PDFs

We test this twice a year

13. Event Safety

At big events:

• We have enough trained stewards (1 per 50 people)
• Keep noise below safe levels
• Have medical staff on site

Plans made 6 weeks before each event

14. Complaints & Whistleblowing

If something’s wrong:

• Tell the CEO (or Chair if it’s about the CEO)
• We’ll investigate properly
• You won’t get in trouble for speaking up

Example concerns: Fraud, safety risks, law-breaking

Want to Know More?

Read our full range of Abridged Policy Documents:

• Core Governance Policies
• Operational & Compliance Policies
• Financial & Transparency Policies
• People & Culture Policies
• Digital & Communications Policies
• Privacy Notice
• Additional Policies

Email info@musicvenuetrust.com for:

• Full policy documents
• Printed copies in large print
• Any questions about our rules

We review all policies regularly to keep them up to date.