fire safety policy

Statement of intent

This fire safety policy has been prepared to ensure that the risk from fire will be managed in compliance with The Regulatory Reform (Fire Safety) Order 2005. This policy aims to prevent fire incidents occurring, to initiate prompt and effective action in the event of an incident and to ensure that employees, contractors, visitors and others who may be affected by the activities of the organisation can be safely and quickly evacuated.

The purpose of this policy is to ensure the safety from fire of all relevant persons on, in or in the vicinity of the premises by effective planning, organisation, control, monitoring and review of the preventive and protective measures.

This policy will be used to ensure the provision of suitable and sufficient general fire precautions, assessment of risk and management of necessary fire safety arrangements.

Organisation (People and Their Duties)

The Responsible Person (RP) is the Chair of the Management Committee of Queen Elizabeth II Silver Jubilee Activities Centre.

It will be the responsibility of the RP to see that a Fire risk assessment is carried out; consider who may be especially at risk; get rid of, or reduce the risk from fire as far as is reasonably possible and provide general fire precautions to deal with any remaining risk; to take other measures to make sure there is protection if flammable or explosive materials are created or stored; create a plan to deal with any emergency and keep a record of findings; and to review findings when necessary.

It will be the responsibility of the Centre Manager to provide the RP with information necessary to carry out his duties; to appoint a Fire Risk Assessor to carry out an assessment; to provide FRA with information required to carry out RA;  to monitor management of risk and general fire precautions; maintain emergency plan; monitor training and monitor maintenance of fire fighting equipment. 

It will be the responsibility of the Health & Safety Representative to assist in the drawing up of policy, procedures and emergency plans; identify training needs; carry out maintenance checks.

Where appropriate equipment checks will be carried out in-house; in addition Main Centre fire alarm servicing will be carried out; extinguishers & fire blankets will be checked annually.  Fire Risk Assessment carried out by Paul Turnbull MIFireE, MIFPO



    A suitable and sufficient fire risk assessment has been prepared, will be regularly reviewed (annually, or following material changes in buildings or working practices), and any significant findings acted upon.

    Smoke detection systems are fitted in the Main Centre building, all sleeping cabins, Gold and GreenHouse Buildings and Resource Room.

    Fire fighting equipment is provided in the Main Centre building, all cabins, day service buildings, resource room and stable area.

    All necessary systems required as part of the general fire precautions (or other general systems or appliances required to be satisfactorily maintained to prevent the likelihood of fire) will be tested and maintained in accordance with the relevant code of practice (see Appendix 1) 

    Procedures have been established to ensure that, groups attending the Centre are given information about the cabins before arrival, to enable them to make sensible decisions relating to where people sleep, ensuring that only people who are able to self evacuate, sleep on the upper floor.

    Procedures have been established to ensure that ‘deep fat frying’ and naked flames in the form of candles, T-lights, incense burners etc are not permitted within the sleeping cabins, and that cooking of any sort will not be permitted after 21:00 hours or before 07:00 hours (Appendix 2).

    A ‘No Smoking’ policy is in place throughout the site.

    A suitable and sufficient fire emergency plan has been prepared and will be regularly reviewed (Appendix 3). The plan, as it relates to the sleeping cabins, will be promulgated to support workers on first arrival. The plan, as it relates to the Main Building, will be practiced by the regular carrying out of fire drills.

    The Organisation will have a nominated person responsible for the coordination of evacuation procedures. Manager or HSE Rep, if unavailable, most senior member of staff on site.

    All permanent full time staff will be trained to satisfactorily carry out:

    The fire emergency plan;

    Regular fire drills;

    Any other necessary actions to comply with the Fire Safety Order.

    Employees and groups of participants will be provided with comprehensible and relevant information regarding:

    The significant findings identified from the risk assessment;

    Any other notification of risk by other employees;

    The preventative and protective measures;

    The fire emergency plan;

    The identities of persons nominated to carry out the duties of the responsible person.

    The employer of any other employees, or any other person working on the premises, will be provided with the same information as the responsible person’s employees.

    When outside contractors are engaged to work within the premises, Contractors will be made aware of the fire safety procedure and what they are to do in the event of a fire (Appendix 4). Where the means of escape is likely to be affected by the works, a specific fire risk assessment will be carried out to assess any compensatory features necessary. 

Full records of these measures will be kept and made available for audit by the Fire & Rescue Service as required.

Information on keyholders, utility shut offs, etc will be made available to emergency services (Appendix 5)

 Signed:…………………………………………..(Chair of the Management Committee)              



Appendix 1:- Inspections

Daily Inspections (Carried out by QE2 Staff)

Fire Panel

    Check the power light is on, this indicates normal operation.

    Log any faults and check that any faults from the previous day are fixed.

 Emergency Lighting

    Every maintained emergency light is lit. (21 in total)

    Any fault logged and action taken.

 Escape Routes

    Ensure all escape routes are unlocked and clear.

 Weekly Inspections (Carried out by QE2 Staff)

Portable Fire Extinguishers

    Check all fire extinguishers are in the correct place.

    Check all fire extinguishers are in good condition and haven’t been discharged.

 Fire Alarm System

    Check that the fire alarm can be activated by call points, testing all call points

    Log any faults and arrange for them to be rectified.

 Monthly Inspections (Carried out by QE2 Staff)

Emergency Lighting

    Simulate a power failure to the lighting circuit.

    Check al emergency lights are lit.

    Log any faults and take action to solve them.

    Turn power back on and check that indicator lamps are lit (green or red)

 Fire Exits

    Check that Fire Exit doors open easily.

    Ensure they aren’t blocked in any way.

    Log and take action to solve any faults

 Six Monthly Inspections

Fire Alarm System and Emergency Lighting System

(Carried out by Southern Fire Protection Ltd)

    Turn off power to emergency lighting circuit and allow batteries to discharge fully to ensure battery life is maintained, then recharge.

     Any faults to be logged and action taken to solve them.

    Report obtained

 Fire Doors

    Fire Doors should be inspected, ensuring they open and close properly.

    Heat activated seals and smoke seals are undamaged.

 Yearly Inspection

Fire Extinguishers and fire blankets

(Carried out by Southern Fire Protection Ltd)


Appendix 2:- Information for residential visitors


Fire safety in the cabins


·         Take care when cooking, no deep fat frying and no cooking after 9:00 pm or when people are asleep upstairs

·         Unplug electrical items when not in use

·         Don’t play with matches or lighters,

·         No candles, tea lights, naked flames in the cabin

·         Absolutely no smoking in the cabins

·         Don’t cover heaters

·         Don’t place heaters too near curtains or bedding         

Think about who may need extra help if they have to leave the cabin quickly when deciding who sleeps where

cabin layout.jpg

·         Each cabin is fitted with smoke detectors, emergency lighting and fire blanket

·         Group leaders should familiarise themselves with fire equipment and the location of the fire assembly point

·         A list of those staying in each cabin must be completed and returned to QE2 staff on the day of arrival.


Appendix 3a:- Information for QE2 Activity Centre Staff         

Centre Fire Procedure

 On hearing the Centre fire alarm:-

·         Escort or direct group to the Fire Assembly Point

·         Go to the fire panel in the reception of the main building

·         Duty Fire Marshal will direct staff accordingly

As directed by the Duty Fire Marshall and without putting themselves at risk

·         2 to check the possible location of the fire

·         2 to sweep the building as directed by Duty Fire Marshal

·         At the fire assembly point check that everyone is accounted for including visitors and staff.

If it is a false alarm reset the fire panel, let the system check the building and return to groups / sessions.

If a fire is discovered.

If you feel it is safe to do so, attempt to extinguish the fire with the equipment provided

If the fire cannot be extinguished with one extinguisher:

·         Leave the building, closing doors as you go.

·         Call the fire service

·         Meet with the groups at the Fire Assembly Point, if appropriate move them inside elsewhere on the site.


·         Do not return to the building for any reason.

·         Do not attempt to put the fire out unless you feel it is safe to do so, fire equipment is provided to aid your exit from the building.

·         Do not try to recover belongings from the building


b:- Information for QE2 Activity Centre Staff        

Cabin Fire Procedure

On hearing a cabin smoke alarm:-

·         Assess the situation, is the cabin in use by a group?

·         Go to the cabin concerned.

 If it is a false alarm:

·         Turn off the smoke alarm.

 If there is a fire:

·         Evacuate the cabin

·         Direct the group to the Fire Assembly Point

·         Raise the alarm, make other staff aware of the situation

·         Call the fire service giving as much detail as possible

·         Evacuate other cabins.

·         Refer to cabin lists to ensure everyone is accounted for.


·         Do not re-enter a burning building

·         Only attempt to put a fire out if you feel it is safe to do so.

·         Never put yourself or anybody else at risk.


c:- Information for visitors         

Centre and Cabin Fire Procedure

If you discover a fire

Raise the alarm

·         Operate nearest fire alarm

·         Alert other responsible adults

Get out

·         Evacuate the building

·         Assemble at Fire Assembly Point in main car park

·         Confirm everyone is out

·         Only attempt to put the fire out if it is not a major hazard

·         Get help from others if available

·         Make sure you have a safe exit

·         Do not put yourself or others at risk

Stay out

·         Never re-enter a burning building

Call the fire service out

There is no charge for 999 calls from mobile phones. The Centre office phone is available Monday to Friday 9:00 to 5:00.  The nearest landline available outside office hours is outside the Country Park, at the junction of Pylands Lane and Dodwell Lane. 

If QE2 Activity Centre staff are on site they will take responsibility for co-ordinating evacuation and contacting the fire service.  The prime responsibility for visiting staff will be to assemble their group at Fire Assembly Point in main car park.

In an emergency if no QE2 Activity Centre staff are on site Group Leaders should contact the Fire Service and, secondly, the Centre Manager 07758 826392 or 023 8049 1138


Information for QE2 Activity Centre Staff        

Accident and Emergency Procedure



  Assess the Situation

  Protect the party from further injury moving them to a safe area. Use visiting staff where appropriate to stay with the group.

  Get help form colleagues if possible.  



  Call emergency services as appropriate

  Provide them with as much information as possible.



  Render First Aid as appropriate

  If off site contact the centre to inform them of the situation.

  Use staff to direct emergency services to the incident.

  Render assistance, as appropriate and/or able, to emergency services as required, including provision of the emergency information pack.


With emergency services dealing with the incident, make arrangements for the groups, and subsequent groups which could be affected, contact the organisation the group are from (school, day service etc) to inform them of the situation



  Create a log of the incident with approximate timings and details of any associated communications. Complete accident / incident report forms.

  Maintain contact with the group leader or other responsible party to keep informed of any developments.

  Report incident to appropriate organisations (HSE, RIDDOR, AALS etc)


Leave all equipment as it was at the time of the incident.


Review the incident, lessons learnt.


Appendix 4:- Information for contractors       

Information for Contractors

Date:...........................           Building / Location:........................................

Contractor Name                 .................................................

Contractor Company          .................................................

QE2 Staff Member              .................................................

Defect: .................................................................................................................

Work involved ..............................................................................................................................................................................................................................................................................

Fire Safety

On hearing the fire alarm, leave the building via the nearest exit and go to the assembly point in the main Car Park

If you discover a fire. Raise the alarm by activating a fire call point and inform QE2 Staff. Get out of the building.

If you feel it is safe to do so, using the equipment provided attempt to put the fire out, Never put yourself or others at risk.


Hot Works:  If your work involves any heat production from blow torches etc please follow the code of practice below for your safety and the safety of our staff and clients.

 Contractors: Please ensure you follow the following precautions.

·         Hot Work Equipment is in good condition;

·         Gas containers/flammable liquid containers to be changed/filled in the open.



·         Combustible materials have been removed or are protected with non combustible curtains or sheets;

·         Non combustible covers suspended beneath work to collect sparks.


·         Any combustible material has been protected against sparks or heat;




(Tanks, containers, ducts, dust collectors etc.)

·         Equipment cleaned of all combustibles and dust;

·         Containers purged of flammable liquids and vapours.



·         Know where the nearest fire extinguisher and fire alarm call point are.


Time Work Commenced:......................  Time Work Completed:.........................

Work Is complete and area is fire safe:


Signed:............................(Contractor)               Signed:............................(QE2 Staff)


QE2 Activity Centre Staff


Prior to approving any hot work the Health and Safety Representative or his appointee shall inspect the work area and confirm that precautions as listed below have been taken to prevent fire. (Check each item carefully)


·         Fire Fighting Systems and Equipment in service where possible


·         Working area cleared.

·         Hazardous or flammable liquids have been removed


·         Combustibles moved away from other side of walls and away from metal through which heat can be transferred.


(Tanks, containers, ducts, dust collectors etc.)

·         Equipment cleaned of all combustibles and dust;

·         Containers purged of flammable liquids and vapours.



·         Inform contractor of location of fire fighting equipment and call points.

·         Check the area 30 minutes after the operation is completed.


·         To be made 60 minutes after completion of any operation


Signed.........................................................................................QE2 Staff


Appendix 5:- Information for emergency services

Name:            Queen Elizabeth II Silver Jubilee Activity Centre

Address:       Manor Farm Country Park

Pylands Lane



SO31 1BH

Telephone:  023 80 40 48 44

Grid Reference: OS SU495112

Access Details: Fire engine able to access most of the site. Parking in close proximity to main centre, storage sheds and within 150 meters of sleeping accommodation.


Key Holders:

Name             Position                    Contact 1                  Contact 2

Phil Oates     Manager                    07758 826392          02380 491138                     

Kerry Lees    Senior Instructor       07762112229

Nick Cann    HS Rep                      07846496583


Keys to vehicles onsite held by the owner, no vehicles owned or operated by the Centre.

Keys to all buildings from key holders, on-site residential groups have a key to access the centre.


Main Centre Building:- Single storey barn type building with timber clad breeze block extension.

5 x “A” frame cabins:- Two storey, timber construction, upstairs – two bedrooms;  ground floor – one bedroom, living area with kitchen, bathroom (nb, Cabin 5 not residential)

Log cabin:- Single storey log cabin, front and rear access, 3 bedrooms, bathroom, living area including kitchen

GreenHouse:- Single storey, timber frame, front and rear access, 1 main room, 1 kitchen, toilets, utility and class room. Non residential.

Resource room:- Timber construction, two rooms, 2 x doors at front, one at rear

Stables: Used for storage, No horses on site. Timber construction, L shaped, two rows of 3 stalls

Persons staying in the accommodation at the centre have a range of disabilities including learning, physical and sensory impairments, but are accompanied by support staff or parents.

Utility shut offs (See Map)


Feeds the heating for the sports hall only. Gas tanks situated in the centre of the site have an isolation valve on each tank, there is a further isolation valve located on the side of the building. (see site map)


Main Centre fuse box is located in the equipment room, the key to this is in the key press in the office. There are three fuse boxes one turns off zone 1, one turns off zone 2 and one turns off the log cabin and the staff / resource room.

Power can be turned off to all cabins at the main fuse box, see site map for location.

Cabins all have a fuse box and the power for each cabin can be turned off at these. (see floor plan for locations)

The power can be turned off to cabins 1-5 completely in the small brick hut behind Cabin 1 (see site map)

GreenHouse has its own fuse board which is located in the front corner of the main room. Power can be turned off to the GreenHouse on from the Main Centre fuse board.

Stables have a fuse board located in the right hand end stable, power can also be turned off to the stables from the main centre fuse board.


Main Centre:- Turn off in equipment room near door.

Cabins:- In the bathroom of the individual cabin or to all cabins under the man hole cover at the back of cabin 1. 


•  There are on occasion dogs staying with guests in the cabins, this should be noted on the cabin fire lists.

•  The stables are used for storage, there are no horses onsite.

Place of refuge

In the event of a fire in one of the cabins, groups will be moved to the main centre buildings where toilets etc are available

Alternative refuge

In the event of a fire in one of the cabins the group will be moved into a vacant cabin if possible. 

Failing this the resource room, GreenHouse, Gold, or the main Centre building will be used as non sleeping refuge until we are able to make alternative arrangements.