Safeguarding Policy

Reviewed August 2026

The Africa Food Systems Forum (AFS Forum) is committed to protecting the safety, dignity and well-being of everyone who takes part in the Forum, with particular attention to children, young people and other individuals who may be at greater risk. We take a firm, no-tolerance approach to abuse, exploitation, harassment or neglect connected to Forum activities, and we ask everyone involved with the Forum — staff, partners, vendors, volunteers and attendees — to share this commitment.

Who This Policy Covers

This policy applies to AFS Forum staff, volunteers, contractors and vendors; Forum partners, media crews and service providers; registered attendees and speakers; and everyone taking part in official Forum activities, whether in person, hybrid or online.

Key Definitions

• Child: anyone under 18 years old.
• Person at heightened risk: an adult who, because of age, disability, illness or personal circumstances, may need additional care or protection.
• Safeguarding: the steps we take to protect people's health, safety, dignity and rights, and to help prevent harm before it happens.

Our Approach

• Prevention — reducing risk through awareness, training, careful recruitment and clear codes of conduct.
• Protection — responding to concerns thoughtfully and promptly, with the well-being of those affected as our first priority.
• Empowerment — helping people understand their rights and how to raise a concern.
• Accountability — monitoring and reviewing how this policy works in practice.

What We Expect From Everyone

• Treat all participants with respect and dignity, and do not engage in harassment, bullying or discrimination.
• Take sensible precautions around children and people at heightened risk, including avoiding being alone with them in private spaces where this can reasonably be avoided.
• Respect consent when it comes to photography, video, interviews or the collection of personal information.
• Avoid exchanging personal contact details or gifts with minors without a guardian's knowledge.
• Raise safeguarding concerns promptly through the channels described below.

Raising a Concern

If you witness, experience or suspect a safeguarding concern connected to the Forum, please tell us as soon as you reasonably can. You can raise a concern:

• In person, at the Help Desk on site; or
• By email to registration@afs-forum.org.

We treat every report with care and discretion, and we will only share information with those who need to know in order to help. Reports made after the Forum has ended are still welcome and will be looked into.

How We Respond

When a concern is raised, a member of our team reviews it as promptly as circumstances allow and takes steps to support anyone affected. Depending on the situation, this may include removing someone from the event, restricting their participation, ending a contract with a vendor or partner, or referring the matter to the appropriate authorities. Our approach throughout is centred on the person affected — respecting their confidentiality, offering support and involving them in decisions about next steps wherever possible.

Training and Awareness

Staff, volunteers and contractors whose roles bring them into contact with children or people at heightened risk receive safeguarding guidance appropriate to their role. Partners, media teams and suppliers are briefed on expected conduct, consent and how to raise concerns. Safeguarding information and contact points are also made available to attendees.

Data and Privacy

Personal information collected as part of a safeguarding matter is handled carefully, kept to what is necessary, and treated in a manner consistent with applicable data protection law, including the Kenya Data Protection Act (2019) and, where relevant, other regional and local privacy laws.

How This Policy Relates to AGRA

AFS Forum is convened with the support of the Alliance for a Green Revolution in Africa (AGRA). This policy reflects the principles of AGRA's wider safeguarding standards, adapted for the specific context of the Forum. It does not replace or limit any broader safeguarding standards that may apply to AGRA's own staff or programmes.

Reviewing This Policy

We review this policy periodically to keep it aligned with good practice and applicable law, and we may update it from time to time. The version on this page is the current one.

Contact

For safeguarding questions or to raise a concern, please contact registration@afs-forum.org.