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Health & Safety

Forming an Emergency Plan


Fire Marshals and leaders or organisers of each client group are required to think about those for whom they are responsible and form an Emergency Plan for dealing with emergencies like a fire. Each organisation or group using the halls will have their own Emergency Plan depending on the needs of their client group. Visitors, guests and any newcomers who may not be familiar with the premises must be considered when making an Emergency Plan. The Plan, once approved by the Organisation concerned, should be printed and a copy kept for inspection.


A special Emergency Plan may be required for occasional large number gatherings like coffee mornings and Carnival tea rooms etc. Organisers are responsible for formulating this plan and must carry out a Fire Risk Assessment for this client group in order to do so.


The client groups using these halls vary enormously :- from the very young Mother and Toddler through the youth organisations of varying ages, to the Cameo Club. Each has a differing ability in terms of mobility and understanding of what is expected of them when a fire alarm sounds.


The Emergency Plan should take account of which room the activity is taking place and therefore which fire exit might be most appropriate for the relevant client group. All youth organisations have a preset leader to member supervision ratio which is dependent on the age of the members. This will be taken into account when delegating responsibilities in the Emergency Plan.


Emergency evacuation routes may have to vary to deal with the location of a fire. For example, if a fire was discovered in the kitchen then the route via the central corridor to the main door would not available and an alternative must be allocated. Fire Marshals will have to quickly identify which is the safest evacuation route and pass this detail on to those assisting with the evacuation.


The Emergency Plan must also take account of people with special needs and someone allocated to these persons during any emergency evacuation. This is called a Personal Emergency Evacuation Plan (PEEP).


The Fire Alarm system is not connected directly to the Emergency Services. It is a stand alone system with sounders at various locations throughout the building.


As leaders/organisers and Fire Marshals you should be aware of : -

  • Where the fire exits are.

  • Where the smoke detectors are.

  • Where the fire alarms set off points are.

  • Where the fire extinguisher locations are, and types of extinguisher.

  • The emergency lighting that will come on if the main electricity supply is disconnected and which will light the main evacuation routes.

  • The safe assembly point if an evacuation of the building is required. Suggested is the Manse Car Parking Area although groups can elect to use another location if it is considered suitable for their client group

  • Not every group of people can use all exits.

  • People with mobility difficulty, the young toddlers, or those with pushchairs or wheelchairs may not be able to use steps so the ramped exits should be used if deemed suitable

  • Able bodies people can use any exit as directed.


The Emergency Plan should make it clear that, whoever first discovers the fire, raises the alarm. Usually, one of the leaders would be advised of a fire by one of their members and would activate the fire alarm by breaking the glass on one of the units.


Your plan should give instructions to enable the people in your premises to know what action to take in the event of fire and make sure it can be safely evacuated.


Your plan must provide clear instructions on:

  • what action people should take if there is a fire

  • how people will be warned if there is a fire

  • calling the fire service

  • evacuating the premises if there is a fire, including arrangements for people identified as being especially at risk, such as people with disabilities, members of the public and contractors

  • where people should assemble after evacuation and how to check that everyone is accounted for

  • key escape routes

  • liaison with emergency services

  • location and use of the firefighting equipment provided

  • specific responsibilities of nominated people in case of fire

  • training your staff

A template for a Fire Emergency Plan follows this explanation and should be modified as necessary to suit the client group for which the Plan is written.

Please contact us in order to send a copy of your completed Plan to the Health & Safety Officer.




Name of building: Houston & Killellan Church Halls

Address of premises: Main Street, Houston, Johnstone, PA67EL


Date plan produced or amended:

Name of person producing plan:



DSD Health and Safety Manual – Section 04 App 2









This document details the fire and emergency evacuation procedures for the premises. Staff must ensure that they are familiar with these procedures and act upon the requirements.



You need to detail here what action members of staff including those with specific responsibilities shall take when the fire alarm sounds.


DISABLED PERSONS -You need to detail here what action members of staff including those with specific responsibilities shall take when disabled persons need to be evacuated.



You need to detail here what action members of staff including those with specific responsibilities shall take if they discover a fire.



You need to detail here what action members of staff including those with specific responsibilities shall take when summoning the Fire & Rescue Service.



You need to detail here what action members of staff including those with specific responsibilities shall take when undertaking the roll-call.



You need to detail here the premises arrangements for carrying out fire drills.



You need to detail here who the fire marshal personnel are, what areas they cover and what action they shall take in the event of a fire emergency.



You need to detail here what action is taken if members of staff who have predetermined duties in the event of a fire are absent.



All visitors must report to the appropriate member of staff, signing in the appropriate book on arrival and before leaving the premises. In the event of a fire evacuation the person hosting the visitor is responsible for escorting him/her to the fire assembly point.



You need to co-operate and co-ordinate with any other organisation sharing the same premises as you and detail the joint arrangements for maintaining fire precautions.



Evacuation routes will be kept free from obstruction and adequately and clearly marked. Sufficient notices are displayed at appropriate places; these will indicate the action to be taken on discovering a fire or upon hearing the fire alarm.


(1) Main door to Hall - Leads down steps to access to car park and Manse Assembly Point


(2) Emergency doors: -


§    New Hall - At far left end - leads via ramp to outside and assembly point.  Door to entrance hall then main           doors via steps to drive and assembly point.


§   Old Hall - At left rear- leads to ramp and path to rear of building and assembly point.  Door to front entrance,        down steps to gravel and further steps to drive then up drive to assembly point


§  Upper Room - Down stairs to front entrance, down steps to gravel and further steps to drive then up drive to         assembly point


§  Kitchen - Entrance hall then main doors via steps to drive and assembly point


§  Dependent on the location of the fire, the Fire Marshals can instruct that any of the alternative routes may be       used.


Assembly point:

Manse car parking area. (Or other area chosen by Organisation)




You need to detail the premises arrangements for testing the fire alarm system.




Fire fighting equipment will be examined and tested at least once a year by a competent service engineer.


Training required and arrangements for training:

Training will be arranged by the Health and Safety Officer on an annual basis probably in October when the new terms have been running for a few weeks. This will allow new personnel to be trained and existing personnel to have a refresher course. Please advise the Health & Safety Officer of the names of Leaders etc, those who are new to the organisation and will require training for the first time. A register of Trained Fire Marshals will be kept by the Health and Safety Officer.


Fire evacuation drills to be carried out by each organisation at least twice, and preferably three

times per year.


This document must be brought to the attention of staff.

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