Crèche Ofsted Registration: DBS Checks, Ratios and Safety

Is a wedding crèche Ofsted registered? Usually not, and that is exactly how the law is meant to work. When it comes to crèche Ofsted registration, a pop-up event crèche that cares for children at a venue for a single day is normally exempt, as long as it meets the legal conditions and tells Ofsted about the event in writing beforehand. At Happy Little Guests we work within that exemption at every wedding and corporate event we cover across the Midlands, and we follow the same staffing ratios, checks and training you would expect from a good nursery.

It is the question parents ask Charlotte most. Search for "event creche Ofsted" and some providers say they are registered while others say they are exempt, which sounds like a contradiction. It is not. This guide explains the rules in plain English, along with ratios, DBS checks, first aid and the questions to ask any provider (us included). If you are new to the idea, start with how a wedding crèche works.

Crèche Ofsted registration: what does the law actually say?

Ofsted registration is designed for childcare that happens regularly in the same place, such as nurseries, pre-schools and childminders. A wedding crèche is a different shape of thing: we arrive at the venue, turn a spare room or a corner of the marquee into a play space for the day, and pack it all away again before the last dance. The Childcare (Exemptions from Registration) Order 2008 recognises that one-off care like this does not fit the registration model. Under its rules on temporary provision, care at particular premises for 14 days or fewer in a year is exempt, provided Ofsted has been told in writing at least 14 days before.

Is the mobile creche Ofsted exemption a loophole?

Not at all. The GOV.UK guidance on registration exemptions names "mobile care at events or exhibitions" as the kind of event-based childcare this route covers. So "registered" and "exempt" are not a measure of quality on their own. The better questions are whether a provider meets the conditions of the exemption properly, and whether they work to nursery standards anyway. We do both.

What does being exempt from Ofsted registration still involve?

Exempt does not mean unregulated. Here is what the exemption asks of us.

Written notice to Ofsted, at least 14 clear days before

We notify Ofsted in writing at least 14 clear days before each event, using Ofsted's official exemption notification form. "Clear days" means we do not count the day we send it or the day of your event, so there is a genuine fortnight in between. We send the notification once your deposit has reached us, and when Ofsted replies to confirm it, we keep that confirmation on file for your booking.

There is no registration certificate or Ofsted number on this route, because the crèche is not registered. If you would like reassurance, ask any provider about the notification for your date.

No more than 14 days a year at any one place

The exemption also limits how many days a provider can care for children at the same place. GOV.UK puts it as looking after children "from one place for 14 days or less in any year", and makes it the provider's responsibility to track the days at each location. We keep count for every venue we work at, so it is never something you need to worry about.

What happens if you book at short notice?

If you book with less than 14 clear days' notice, the booking runs for 4 hours, with parents staying at the venue throughout (which they always do with us anyway). As 4 hours is our minimum booking, a short-notice crèche is simply our Short and sweet package, just right for the ceremony and speeches or the evening reception. For cover across the whole day, book early.

The same 4-hour rule applies if the deposit for a longer booking arrives too late for us to give Ofsted 14 clear days' notice: the crèche runs for 4 hours on the day and the price stays the same. When time is tight, your invoice says exactly when your payment needs to reach us, so there are no surprises.

What are the EYFS staff to child ratios for a crèche?

Ratios are the most useful safety number to ask about. The Early Years Foundation Stage (EYFS) statutory framework sets minimum staff to child ratios for registered nurseries and pre-schools. As an exempt event crèche, Happy Little Guests follows them anyway:

• Under 2s: one carer for every three children.
• Two-year-olds: one carer for every five children. This changed from one to four in September 2023, as Ofsted's early years blog explains.
• Ages 3 and over: one carer for every eight children.

Why there are always at least two carers

We send two qualified carers to every event, even for a small group. That way one carer can take a child to the toilet or sit with a sleepy toddler in the quiet corner while the other stays with everyone else. Two carers can look after up to 16 children aged 3 and over, up to 10 two-year-olds or up to 6 under 2s, or a mix of ages within those ratios. When the group needs more, we bring more.

Tell us ages, not just numbers

Because the ratios depend on age, eight children could need two carers or three. A new baby on the guest list can change the staffing, so tell us ages when you book and whenever anything changes. If you are expecting very young guests, our guide to caring for under 2s at weddings covers naps, feeds and noise.

Are crèche staff DBS checked and paediatric first aid trained?

They should be, and you are entitled to ask. Every Happy Little Guests carer is enhanced DBS checked and paediatric first aid trained, and we are fully insured for every event.

What an enhanced DBS check shows

According to GOV.UK's guide to DBS checks, an enhanced check includes spent and unspent convictions and cautions, plus any information held by local police that is considered relevant to the role. That is the level you want for anyone caring for children, so look for the word "enhanced" rather than a vague "DBS checked creche" on a website.

Why paediatric first aid matters

Paediatric first aid is designed around babies and young children, which is exactly who you will find in a wedding crèche. The EYFS framework for group settings requires at least one person with a current paediatric first aid certificate to be on the premises and available whenever children are present, with the training renewed every three years. At our events every carer is paediatric first aid trained, not just one.

How is a wedding crèche kept safe on the day?

Checks matter, but parents really want to know what happens in the room.

The right room

We need a clean, private room or a clearly sectioned-off area, warm (18°C or more), with toilets and hand-washing close by and no other guests cutting through. We ask the venue for its fire and evacuation procedure and the name of a contact for the day, and we arrive 45 minutes before the start to set up. A room the children cannot wander out of unnoticed matters far more than a big one.

Registration before the day

Once your deposit has reached us, the couple or organiser receives a registration link to forward to parents, and each child's details need to reach us at least 7 days before the event. Each family tells us about allergies, medical needs, routines, what helps their child settle and who will collect them, so we know every child's needs before the day. We only give a child food or drink their parent has provided or approved, and because craft materials can contain allergens, we ask about contact allergies too.

Sign-in and sign-out for every child

Every child is signed in when they arrive and signed out when they leave. We only hand a child to an adult named at registration, or to another adult who gives that child's collection password. At a wedding, with drinks flowing and a long evening ahead, it is worth knowing that we will not release a child to anyone we believe is unfit to care for them, including through drink; we contact the registered adult instead. Coats, bags and comforters are kept together, so nobody leaves without their favourite teddy.

Medication and photos

Our staff do not give medication. The one exception is an emergency auto-injector that a parent has provided, shown us how to use and registered with us. Because parents stay at the venue, they can give any other medicine themselves, and we will fetch them whenever it is needed.

We do take photos at events, but children's faces are never shown and names are never used. Parents can opt out of photos completely when they register.

If a child is upset

Some children wave goodbye without a backward glance, and others need longer. We settle them gently with a favourite activity, a comforter from home or time in the story den with its teepee and fairy lights. Charlotte works regularly with children with special educational needs (SEN), and a calm, sensory-friendly corner is part of every set-up. If a child still does not settle, we fetch their parent, who is never more than a short walk away.

If a child is unwell or has a bump

A child who has had sickness, diarrhoea or a temperature in the 48 hours before the event, or who has a contagious illness, stays with their parents that day. That protects the other children, and at a wedding it protects the bride's grandmother too. If a child becomes unwell while they are with us, we contact their registered adult straight away.

Small bumps happen wherever children play. We give first aid where it is needed, record every accident or incident, and tell the parent at collection, or straight away if it is serious. In an emergency we call 999 first and then the parent.

What should you ask a wedding crèche provider?

Whether you are deciding between a nanny or a crèche, or comparing two crèches for children at your wedding, these questions will tell you a lot:

1. Are you Ofsted registered or exempt, and will you notify Ofsted about our event?
2. Which ratios will you follow for our children's ages, and how many carers will that mean?
3. Is every carer enhanced DBS checked and paediatric first aid trained, and are you insured?
4. Do you carry out a risk assessment of the room and the venue?
5. Who leads on the day, and can we speak to them beforehand?
6. How will the room be set up, and where are the exits and toilets?
7. How do sign-in, sign-out and collection work?
8. What happens if a child is upset or unwell, and what are your policies on medication and photos?

The same questions work for a wedding nanny or any wedding nursery service. A good provider will answer every one without hesitation, and if the answers to the first three are vague, keep looking. You can meet Charlotte or find more answers in our FAQ before you get in touch.

How Happy Little Guests can help

Happy Little Guests is a pop-up event crèche for weddings and corporate events, based in Redditch, Worcestershire. Charlotte Pennington has nearly a decade of experience in private nurseries and primary schools, works regularly with children with SEN, and plans every booking personally. We cover Worcestershire, Birmingham and the West Midlands, Warwickshire, Gloucestershire and the Cotswolds, Herefordshire, Shropshire and Staffordshire.

Every booking includes:

• Two qualified carers, with more when the number and ages of the children need them, following the EYFS ratios.
• Enhanced DBS checks and paediatric first aid training for every carer, and full insurance.
• Written notice to Ofsted at least 14 clear days before your event.
• Crafts, games, music and movement, and a story den with a quiet corner, with all activities and materials included.
• Set-up, sign-in and sign-out for every child, and pack-down at the end.
• Liaison with your venue and planner, and travel up to 20 miles from Redditch.

Choose Short and sweet (4 hours) or Full event (up to 6 hours), with longer days available. If you have a question first, email Charlotte at hello@happylittleguests.com. Otherwise, the quickest way to see your options is to get your instant quote.