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Health and safety policy

How we keep the hall, the playing field and the play area safe for everyone who uses them.

Version 1.0. Approved by the trustees on 10 December 2025. Next review: December 2026.

Applies to: Trustees, volunteers, contractors, hirers and visitors.

Fivehead Village Hall & Park is the working name of Fivehead Village Hall and Playing Field CIO, registered charity 1204704.

Purpose

Fivehead Village Hall & Playing Field CIO ("the CIO") is committed to making sure that the village hall, playing field, children's play area and any CIO-managed activities are safe, well maintained and suitable for public use.

This policy sets out how the CIO manages health and safety risks so that trustees, volunteers, contractors, hirers and visitors can use the premises safely. It applies to:

  • All trustees
  • All volunteers
  • All contractors working on CIO premises
  • All hirers and activity providers
  • Members of the public using CIO areas

The CIO takes a proactive approach to safety, hazard management and incident reporting.

The CIO has responsibilities under:

  • The Health and Safety at Work etc. Act 1974
  • The Workplace (Health, Safety and Welfare) Regulations 1992
  • The Regulatory Reform (Fire Safety) Order 2005
  • The Occupiers' Liability Acts 1957 and 1984
  • Insurance and inspection requirements

Although the CIO has no employees, it must take reasonable steps to keep everyone who uses the premises safe.

Responsibilities

Trustees

Trustees are collectively responsible for:

  • Making sure the CIO complies with health and safety law
  • Maintaining a culture of risk awareness and safe practice
  • Making sure risk assessments are completed and reviewed
  • Making sure facilities and equipment are maintained safely
  • Acting promptly when hazards or incidents are reported
  • Making sure hirers understand and follow safety requirements

Health and Safety Lead

The trustees appoint a Health and Safety Lead to:

  • Oversee day-to-day health and safety arrangements
  • Maintain risk assessments and inspection records
  • Coordinate premises checks, safety signage and defect reporting
  • Make sure first aid equipment is maintained
  • Liaise with contractors on safety matters
  • Report concerns to the trustees

Volunteers

Volunteers must:

  • Follow CIO safety procedures
  • Report hazards or unsafe behaviour immediately
  • Not take on tasks they are not competent to carry out

Hirers

Hirers remain responsible for:

  • The safety of their own event or activity
  • Supervising participants appropriately
  • Managing any risks created by their activity
  • Following all CIO safety requirements and the conditions of hire
  • Reporting hazards, incidents or damage immediately

General arrangements

The CIO will make sure that:

  • Risk assessments are maintained for the hall, field and play area
  • Routine visual checks are carried out
  • Fire exits, routes and assembly points stay clear
  • Safety signage is displayed where required
  • Electrical installations are inspected (EICR) and portable appliances are tested (PAT)
  • The hall and field are kept in a safe condition
  • Pathways, surfaces and access routes are maintained
  • Play equipment is inspected in line with the inspector's recommendations
  • Hazards are recorded and dealt with promptly

Hirers and other users

Hirers and activity providers must:

  • Supervise all participants appropriately
  • Run their event safely and in line with their own risk assessment (if they have one)
  • Understand the emergency procedures and fire exits
  • Only use equipment they are competent to use
  • Report hazards, incidents or damage immediately
  • Leave the premises safe, clean and tidy

Hirers who bring their own equipment are responsible for making sure it is safe, suitable and well maintained. The CIO may refuse or end a hire if health and safety requirements are not met.

Contractors

Contractors engaged by the CIO must:

  • Provide evidence of competence and insurance
  • Follow CIO health and safety instructions
  • Work safely and not put others at risk
  • Report hazards discovered during their work
  • Use barriers or warning signs where appropriate

No contractor may work on site without prior agreement with a trustee.

Accidents, incidents and first aid

The CIO will:

  • Keep an appropriate first aid kit
  • Provide an accident and incident book
  • Record all accidents, injuries and near misses
  • Report RIDDOR incidents where required
  • Tell its insurers about any significant incidents

Hirers must record and report any accident that happens during their event.

Equipment and facilities

The CIO will make sure that:

  • Fixed equipment is maintained safely
  • Fire safety equipment is serviced every year
  • Emergency lighting and fire alarm checks are completed
  • Faulty equipment is removed or taken out of use
  • Areas are safe, clear and well maintained

Hirers must not alter, remove or repair any CIO equipment.

Record keeping

The CIO keeps risk assessments, maintenance logs, fire safety logs, inspection certificates, and incident and accident reports. Records are stored securely in SharePoint in line with our Privacy policy.

Review

This policy will be reviewed every year, or sooner if:

  • Legislation changes
  • A significant incident occurs
  • The premises or activities change
  • The trustees, insurers or regulators ask for it