Youth Safety Comes First
Structured esports only works when supervision, standards, and wellbeing are non-negotiable. Here is exactly how we protect every participant.
Supervision
Trained, background-checked adults are present at every session. There are no exceptions.
Background-Checked Staff
All coaches, volunteers, and staff undergo comprehensive criminal background checks and reference verification before any interaction with participants.
Trained Personnel
Staff receive specialized training in youth safety, digital wellness, conflict resolution, mandatory reporting, and emergency response procedures before programs begin.
Appropriate Ratios
We maintain safe staff-to-participant ratios during all programming, with a minimum of two adults present at every session. No one-on-one unsupervised interactions between staff and participants.
Active Monitoring
Staff actively monitor gaming sessions, in-game chat, voice communications, and all online interactions during program activities. Monitoring is continuous, not periodic.
Code of Conduct
All participants, staff, and volunteers agree to this code as a condition of participation. It is reviewed at the start of every season.
1. Respect Everyone
Treat all participants, staff, opponents, and community members with dignity and respect at all times — in person, in game, and online.
2. Practice Sportsmanship
Win and lose with grace. No trash-talking, taunting, rage-quitting, or unsportsmanlike behavior toward opponents or teammates.
3. Be Inclusive
Welcome and support participants of all backgrounds, abilities, skill levels, and identities. Exclusionary behavior is not tolerated.
4. Watch Your Language
No profanity, slurs, hate speech, or discriminatory language in person, in voice chat, in text chat, or in any content. Period.
5. Play with Integrity
No cheating, exploiting, smurfing, or using unauthorized software or hardware advantages. Competitive integrity is fundamental.
6. Follow Staff Direction
Respect staff instructions, facility rules, and program schedules. Participate constructively in all activities including non-gaming components.
7. Consequences Are Real
Violations result in a clear progression: verbal warning, written warning with parent notification, suspension, or permanent removal depending on severity. Serious violations (threats, harassment, illegal activity) result in immediate removal and, when necessary, reports to authorities.
Anti-Harassment & Reporting
The Ember Alliance has zero tolerance for harassment, bullying, or intimidation of any kind. Every report is taken seriously. Every single one.
How to Report
If you or your child experiences or witnesses harassment, bullying, or any safety concern, report it immediately through any of these channels:
In Person
Speak directly to any staff member at the facility. All staff are trained to receive and respond to reports immediately.
Send a report to contact@theemberallianceinc.org with the subject line “Safety Report.” These are reviewed within 24 hours.
Online Form
Use our online contact form to submit a report at any time, day or night.
Anonymous Reporting
Anonymous reports can be submitted through the contact form. We encourage providing contact information so we can follow up, but it is not required. Anonymous reports are investigated with the same urgency.
What Happens After a Report
All reports are reviewed by senior staff within 24 hours. Reporters are protected from retaliation — any retaliation is treated as a separate, serious violation. Investigations are conducted promptly and confidentially. Parents and guardians are notified of incidents involving their children. Appropriate action is taken based on findings, up to and including permanent removal from all programs. When legally required, incidents are reported to appropriate authorities.
Parent & Guardian Communication
We believe families are essential partners in keeping young people safe. Transparency is our default.
Regular Updates
Parents receive regular updates about program activities, schedules, match results, and their child’s participation and progress.
Open Door Policy
Parents are welcome to observe any programming session and visit the facility at any time during operating hours. No appointment necessary.
Incident Notification
Parents are promptly notified of any safety incidents, behavioral concerns, or issues involving their child. We do not wait for end-of-season reviews to share important information.
Accessible Staff
Coaching staff and program directors are reachable directly for questions, concerns, or feedback. All safety policies and program guidelines are published and available to families before enrollment.
Wellness & Healthy Play
Healthy gaming habits are not optional — they are built into the structure of every program.
Screen Time Limits
All gaming sessions have defined time limits. No participant engages in continuous gaming for more than 90 minutes without a mandatory break.
Structured Breaks
Mandatory breaks include standing, stretching, hydration, and eye rest following the 20-20-20 rule: every 20 minutes, look at something 20 feet away for 20 seconds.
Physical Activity
Esports programming includes physical activity components. Participants are encouraged to engage in sports and recreation programs offered alongside esports at the facility.
Ergonomics
Gaming stations are ergonomically configured with adjustable chairs, proper monitor height and distance, appropriate lighting, and wrist support to prevent strain and repetitive injury.
Mental Health Awareness
Staff are trained to recognize signs of gaming-related stress, anxiety, social isolation, or unhealthy behavioral patterns and to connect participants with appropriate support resources.
Privacy & Streaming Consent
We protect participant data and digital identity with the same rigor we apply to physical safety.
Minimal Data Collection
We collect only the information necessary to operate programs safely and communicate with families. We do not collect unnecessary personal data from youth participants.
No Data Sharing
Participant information is never sold, shared with third parties for marketing, or used for any purpose beyond program operations and family communication.
Streaming & Media Consent
Written parental consent is required before any minor appears on stream, in recorded video, in photos, or in any published content. Consent can be revoked at any time.
Screen Names Only
Participants use screen names rather than real names during online gaming, streaming, and all public-facing activities. No personal information is shared publicly.
COPPA Compliance
Our data practices comply with the Children’s Online Privacy Protection Act (COPPA) and applicable state privacy laws. Data is stored securely with appropriate access controls and retained only as long as necessary.
We Take This Seriously So You Can Feel Confident
Our 88,000 sq ft S.T.E.A.M. & Esports Center is fully ADA accessible with sensory-friendly rooms, and every program is built on the safety standards described on this page. Questions? We are happy to talk.