Health and Safety Policy

1. Policy Statement

Eridge Village Hall is committed to providing a safe and healthy environment for all users of the hall, including members of the public, hirers, tradespeople, trustees, volunteers, and other helpers. The hall will take all reasonable steps to ensure that risks to health, safety and welfare are minimised, in line with the Health and Safety at Work etc. Act 1974 and other relevant legislation.

We believe that a proactive approach to safety helps protect individuals and the community and is essential for the continued use and enjoyment of Eridge Village Hall.

2. Responsibilities

2.1 Trustees

  • Overall responsibility for health and safety lies with the Board of Trustees.

  • Trustees will ensure risk assessments are regularly reviewed and updated.

  • Trustees will provide oversight of hall safety, ensure statutory inspections (e.g. fire extinguishers, electrical systems) are carried out, and act on reported issues promptly.

2.2 Hirers of the Hall

  • Hirers are responsible for the safety of all persons using the premises during their hire.

  • Hirers must familiarise themselves with the emergency procedures, fire exits, and the location of fire extinguishers and first aid kits.

  • Hirers must ensure any equipment they bring is safe and fit for use.

  • Any accidents or incidents during hire must be reported immediately to the hall committee and recorded in the accident book.

2.3 Members of the Public

  • Members of the public attending events or activities at the hall are expected to conduct themselves in a safe and considerate manner.

  • Any hazards noticed by members of the public should be reported to a responsible person immediately.

2.4 Tradespeople and Contractors

  • All contractors and tradespeople working on the premises must comply with relevant health and safety laws and provide copies of insurance and risk assessments on request.

  • Trustees will ensure contractors are given information about any known hazards at the hall and supervise works as necessary.

2.5 Volunteers and Helpers

  • Volunteers assisting with the operation or maintenance of the hall must be given appropriate guidance and supervision.

  • Tasks assigned must be within the physical capability and competency of the volunteer.

  • Volunteers must use protective equipment where provided and follow safety instructions.

3. General Arrangements

3.1 Risk Assessments

  • Regular risk assessments will be carried out and maintained for the building, grounds, and key activities.

  • Special attention will be given to fire safety, electrical safety, slips/trips/falls, manual handling, and safeguarding vulnerable users.

3.2 Fire Safety

  • Fire extinguishers will be inspected annually by a competent contractor.

  • Clear fire exit signage and emergency lighting will be maintained.

  • Emergency evacuation procedures are posted on the noticeboard and near exits.

  • Fire drills will be carried out periodically by the committee.

3.3 First Aid and Accident Reporting

  • A first aid box is located in the Kitchen

  • An accident book is maintained and located in the Kitchen  and must be completed for any injury or incident.

  • Serious accidents will be reported to the HSE where necessary under RIDDOR.

3.4 Electrical and Equipment Safety

  • All portable electrical appliances used by the hall will be tested regularly (PAT).

  • Fixed electrical installations will be inspected every 5 years by a qualified electrician.

  • Any user bringing in electrical equipment must ensure it is safe and suitable for use.

3.5 Cleaning and Hygiene

  • Regular cleaning schedules are maintained for hygiene and safety.

  • Spills must be cleaned up promptly.

  • Cleaning materials are stored securely out of reach of children.

3.6 Hazardous Substances

  • Any hazardous substances used (e.g., cleaning chemicals) are assessed and stored safely.

  • COSHH regulations will be followed.

4. Review and Communication

  • This policy will be reviewed annually and after any major incident or change in hall use.

  • The policy is available on request and posted on the hall’s noticeboard and website.

  • Hirers will be provided with a summary of safety rules at the time of booking.

5. Emergency Contacts

  • In case of emergency: Call 999 or 03039991000 ( Crowborough Fire Station)

  • Local A&E Hospital: Pembury Hospital  Tonbridge Road  Tunbridge Wells  TN2 4QJ  08451551000

  • Local Doctors  Rotherfield Surgery  Court Meadow  Rotherfield  018292 852415

  • Trustee Responsible for Safety: Chairperson

 

Adopted March 2025