Fire Safety and Evacuation

The purpose of this policy is to ensure that Beyond Words CIC maintains effective fire safety arrangements and clear emergency evacuation procedures to protect the safety and wellbeing of all children, employees and visitors attending the Summer Club.

Beyond Words is committed to minimising the risk of fire, ensuring employees understand their responsibilities and responding promptly and safely in the event of an emergency.

We recognise that many children attending our Summer Club are autistic or have Special Educational Needs and Disabilities (SEND). Emergency procedures will therefore be planned with consideration for individual communication, sensory, behavioural, mobility and medical needs to ensure every child can be evacuated safely.

This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:

• ✦Regulatory Reform (Fire Safety) Order 2005
• ✦Health and Safety at Work etc. Act 1974
• ✦Management of Health and Safety at Work Regulations 1999
• ✦Children Act 1989
• ✦Children Act 2004
• ✦Equality Act 2010
• ✦Working Together to Safeguard Children (2025)

Beyond Words will review this policy regularly to ensure it reflects current legislation, guidance and best practice.

This policy applies to all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC.

It applies during:

• ✦indoor activities
• ✦outdoor activities where emergency procedures are required
• ✦community visits where fire safety arrangements are relevant
• ✦any emergency requiring evacuation of the building

This policy should be read alongside the organisation's:

• ✦Health & Safety Policy
• ✦Risk Assessment Policy
• ✦Safeguarding & Child Protection Policy
• ✦Missing Child Policy

Beyond Words is committed to providing a safe environment by:

• ✦reducing the risk of fire wherever reasonably practicable
• ✦maintaining clear emergency procedures

• ✦ensuring emergency exits remain accessible
• ✦supporting the safe evacuation of all children and employees
• ✦considering the individual needs of children with SEND during emergency planning
• ✦providing appropriate fire safety information and training for employees
• ✦regularly reviewing fire safety arrangements and evacuation procedures

Fire safety is the responsibility of everyone working within Beyond Words.

• ✦Founder & Director The Founder & Director is responsible for ensuring that:

• ✦suitable fire safety arrangements are in place
• ✦emergency evacuation procedures are established and reviewed
• ✦fire exits and escape routes remain accessible
• ✦employees receive appropriate fire safety information and training
• ✦fire drills are carried out and recorded
• ✦fire safety concerns are addressed promptly
• ✦appropriate fire safety equipment is available where required
• ✦ensuring employees are familiar with the venue's fire evacuation procedures before children arrive
• ✦ensuring the designated assembly point is identified for each venue used
• ✦liaising with the venue provider regarding any fire safety concerns identified during Beyond Words' use of the premises

• ✦Employees Employees are responsible for:

• ✦following Beyond Words' fire safety procedures
• ✦familiarising themselves with escape routes and assembly points
• ✦keeping fire exits and escape routes clear
• ✦reporting fire hazards immediately
• ✦supporting the safe evacuation of children
• ✦remaining calm during emergencies
• ✦participating in fire drills and training
• ✦reporting any concerns relating to the venue's fire safety arrangements to the Founder & Director immediately

Employees must never place themselves or others at unnecessary risk during an emergency.

• ✦General Fire Safety Beyond Words is committed to reducing the risk of fire by maintaining a safe environment and promoting good fire safety practices throughout the Summer Club

Employees will take reasonable steps to prevent fire by maintaining good housekeeping, identifying potential hazards and following established fire safety procedures.

Fire safety will be considered during the planning and delivery of all activities.

• ✦Fire Hazards Employees are expected to remain vigilant and report any fire hazards immediately to the Founder & Director

Examples of fire hazards may include:

• ✦blocked fire exits or escape routes
• ✦faulty electrical equipment
• ✦overloaded electrical sockets
• ✦damaged electrical cables
• ✦inappropriate storage of combustible materials
• ✦unsafe use of electrical appliances
• ✦any condition that could increase the risk of fire

Any identified hazards will be addressed promptly to reduce the risk to children, employees and visitors.

• ✦Electrical Safety Electrical equipment used by Beyond Words will be maintained in a safe condition and used in accordance with the manufacturer's instructions

Employees will:

• ✦visually inspect equipment before use
• ✦remove damaged or defective equipment from use immediately
• ✦avoid overloading electrical sockets
• ✦switch off electrical equipment when not in use where appropriate
• ✦report any faults or concerns promptly

Only equipment considered safe and suitable will be used during Summer Club activities.

• ✦Housekeeping Good housekeeping is an essential part of fire prevention

Employees will ensure that:

• ✦escape routes remain clear at all times
• ✦fire exits are never blocked
• ✦combustible materials are stored safely
• ✦waste is disposed of regularly
• ✦activity areas remain tidy and organised
• ✦equipment is stored appropriately after use

Maintaining a clean and organised environment helps reduce the risk of fire and supports safe evacuation should an emergency occur.

• ✦Cooking Activities As cooking and baking form part of Beyond Words' Summer Club provision, these activities will be planned and supervised to minimise fire risks

Employees will:

• ✦supervise children at all times during cooking activities
• ✦use electrical appliances safely and in accordance with the manufacturer's instructions
• ✦keep cooking areas clear and organised
• ✦ensure hot equipment is used only by employees or by children under direct supervision, where appropriate
• ✦keep flammable materials away from heat sources
• ✦switch off appliances after use
• ✦follow the relevant activity risk assessment

Cooking and baking activities will always be carried out in a manner that prioritises the safety of children and employees.

• ✦Reporting Fire Safety Concerns Any employee who identifies a fire safety concern must report it immediately to the Founder & Director

Where necessary, equipment or areas presenting a fire risk will be removed from use until the issue has been resolved.

Fire safety concerns will be reviewed promptly, and appropriate action will be taken to maintain a safe environment.

Equipment

• ✦Fire Detection Systems Beyond Words will ensure that the premises used for the Summer Club have appropriate fire detection and warning systems in place

Employees will familiarise themselves with the location of fire alarm call points and understand the procedure for raising the alarm in the event of a fire or suspected fire.

Any concerns regarding the fire detection system must be reported immediately to the Founder & Director or the venue management.

• ✦Fire Fighting Equipment Appropriate fire fighting equipment, such as fire extinguishers and fire blankets where provided by the venue, will be available and maintained in accordance with relevant fire safety requirements

Employees will be made aware of the location of fire fighting equipment.

The safety of children, employees and visitors will always take priority over attempting to extinguish a fire.

Employees should only use fire fighting equipment if:

• ✦they have received appropriate training

• ✦it is safe to do so
• ✦there is no immediate risk to themselves or others

If there is any doubt, the priority is to evacuate the building immediately and contact the emergency services.

• ✦Fire Exits and Escape Routes Fire exits and escape routes must remain clear and unobstructed at all times

Employees will ensure that:

• ✦fire exits are easily accessible
• ✦escape routes are free from equipment, furniture and other obstructions
• ✦exit doors can be opened quickly in an emergency
• ✦children are prevented from blocking or interfering with fire exits

Any obstruction or concern must be addressed immediately.

• ✦Emergency Assembly Point A designated assembly point will be identified for every venue used by Beyond Words

Employees will ensure they are familiar with the location of the assembly point before children arrive.

Following an evacuation:

• ✦all children and employees will proceed directly to the assembly point
• ✦registers and headcounts will be completed as soon as possible
• ✦employees will remain with their allocated children
• ✦no one will re-enter the building until authorised by the emergency services or the responsible authority

• ✦Responding to a Fire Alarm If the fire alarm sounds or a fire is discovered, employees will:

• ✦remain calm
• ✦instruct children to stop what they are doing
• ✦begin evacuation immediately using the nearest safe exit
• ✦assist children who require additional support
• ✦take the daily register and emergency contact information where it is safe to do so
• ✦proceed directly to the designated assembly point
• ✦complete a headcount and register check
• ✦contact the emergency services if this has not already been done
• ✦report any missing person immediately

Evacuation must begin immediately. Employees must not delay evacuation to collect personal belongings.

• ✦Supporting Children During Evacuation Beyond Words recognises that emergency evacuations may be particularly challenging for autistic children and children with SEND

Employees will provide reassurance and appropriate support by:

• ✦using calm and clear communication
• ✦using visual supports where appropriate
• ✦providing additional reassurance during the evacuation
• ✦following individual evacuation or risk assessment arrangements where applicable
• ✦supporting children with mobility, communication or sensory needs

Where a child requires additional support during an evacuation due to communication, sensory, mobility, medical or behavioural needs, employees will follow the child's individual risk assessment or support plan to ensure they can be evacuated safely and with dignity.

• ✦After the Evacuation Once everyone has reached the assembly point, employees will:

• ✦complete a register and headcount
• ✦report any concerns immediately
• ✦supervise children closely
• ✦provide reassurance and emotional support where needed
• ✦await further instructions from the emergency services or the responsible authority

Children and employees must not return to the building until it has been declared safe.

• ✦Fire Drill Procedures Before each Summer Club programme begins, employees will familiarise themselves with the venue's fire safety arrangements, including escape routes, fire exits, assembly points and emergency procedures

Where appropriate, children will be introduced to the evacuation procedure in a calm and supportive manner, taking account of their age, understanding and individual needs.

If Beyond Words is using a venue for an extended period or where agreed with the venue provider, participation in or organisation of an evacuation drill may be undertaken where appropriate.

• ✦Supporting Children with SEND During Fire Safety Familiarisation Beyond Words recognises that fire drills may be distressing for some autistic children and children with SEND

Employees will support children by:

• ✦preparing them for the drill using appropriate communication methods where possible
• ✦using clear, calm and reassuring language
• ✦providing additional support during the evacuation
• ✦following individual risk assessments or support plans where applicable
• ✦allowing time for reassurance once the drill has finished

The aim is to help children become familiar with emergency procedures whilst minimising unnecessary anxiety.

• ✦Recording Fire Safety Familiarisation and Drills Beyond Words will maintain records of fire safety familiarisation undertaken by employees and, where applicable, any evacuation drills or emergency practices carried out during the Summer Club

Records may include:

• ✦the date
• ✦the venue
• ✦employees present
• ✦any evacuation drill completed
• ✦any issues identified
• ✦actions taken to improve emergency arrangements

The Founder & Director is responsible for implementing, monitoring and reviewing this policy.

The Founder & Director will:

• ✦review fire safety procedures regularly
• ✦ensure fire drills are completed and recorded
• ✦review any fire-related incidents or concerns
• ✦monitor the effectiveness of evacuation procedures
• ✦update this policy following changes to legislation, guidance or organisational practice
• ✦implement improvements where opportunities are identified

This policy will be reviewed annually or sooner if required following a significant incident or change to the provision.

This policy should be read alongside the following Beyond Words policies:

• ✦BW-HS-001 , Health & Safety Policy
• ✦BW-RA-001 , Risk Assessment Policy
• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-MISS-001 , Missing Child Policy
• ✦BW-MED-001 , Medication & First Aid Policy
• ✦BW-CARE-001 , Personal Care & Intimate Care Policy
• ✦BW-BEH-001 , Positive Relationships, Behaviour, Regulation & Support Policy
• ✦BW-GOV-001 , Governance Framework
• ✦BW-DP-001 , Data Protection & Confidentiality Policy