Health & Safety Policy

‍ ‍

1. Our commitment
We are committed to providing a safe, welcoming and accessible environment for everyone who attends our meetings, activities and events. Although we are a small community organisation run largely by volunteers, we take our responsibilities seriously and aim to prevent accidents, injuries and ill‑health wherever reasonably possible.

2. Who this policy applies to
This policy applies to:

  • Members and participants

  • Volunteers and committee members

  • Visitors, guest speakers and contractors

  • Anyone attending our activities, whether in hired venues or other community spaces

3. Responsibilities
The Committee is responsible for:

  • Ensuring this policy is implemented and reviewed

  • Completing and updating risk assessments

  • Making sure volunteers understand their health and safety responsibilities

  • Ensuring incidents are recorded and acted upon

Volunteers are responsible for:

  • Taking reasonable care of their own safety and that of others

  • Following guidance provided in risk assessments

  • Reporting hazards, concerns or incidents to the committee

Participants and visitors are asked to:

  • Act responsibly and follow any safety instructions

  • Inform a volunteer if they notice a hazard or feel unwell

4. Risk assessment
We maintain a written risk assessment covering our regular activities and venues. This is reviewed at least annually, or sooner if:

  • Activities change

  • A new venue is used

  • An incident or near‑miss suggests a need for updates

The risk assessment identifies potential hazards and the steps we take to reduce risk to an acceptable level.

5. Safe venues and equipment
We aim to use venues that are safe, accessible and appropriate for our activities. We work with venue providers to ensure:

  • Fire exits are clearly marked and unobstructed

  • Emergency procedures are understood

  • Any equipment we use is safe and suitable

Volunteers check the space before each session to identify any new hazards.

6. First aid and emergencies
At least one volunteer at each session will know how to respond in an emergency and how to contact emergency services.
We ensure:

  • A basic first aid kit is available

  • Emergency contact details for the venue are known

  • Any incidents are recorded and reviewed

7. Safeguarding and wellbeing
We recognise that health and safety includes emotional and psychological wellbeing. Where relevant, we follow our safeguarding procedures and ensure that participants feel safe, respected and supported.

8. Accessibility and additional needs
We aim to make our activities accessible to all. We encourage participants to let us know about any access needs so we can make reasonable adjustments, including:

  • Seating arrangements

  • Mobility support

  • Communication needs

  • Assistance during activities

9. Reporting concerns or incidents
Anyone can report a concern, hazard or incident to a committee member at any time.
We will:

  • Record the issue

  • Take appropriate action

  • Review whether changes to practice or risk assessments are needed

10. Review of this policy
This policy is reviewed annually by the committee or sooner if required by changes in activities, venues or legislation. The most up‑to‑date version will be available on our website or on request.