Health & Safety Policy and Procedure

Registered Charity No: 523074

Health & Safety | Policy and Procedure


Ormside Village Hall Management Committee seeks to comply with all relevant Health and Safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.

Ormside Village Hall Management Committee considers the promotion of the health and safety of those who use its premises to be of great importance. The Management Committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, the Committee will encourage its members, hirers, users and other visitors to engage in the establishment and observance of safe working and other practices.

Hirers, users and other visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the Committee, with all safety requirements set out in the Hiring Agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.



Ormside Village Hall Management Committee’s policy is:

  • As far as is reasonably practicable, to eliminate accidents and minimise the likelihood of ill-health being caused by working conditions.
  • As far as is reasonably practicable, to ensure that the place of work is maintained in a safe condition, and that means of entry and exit are without risk.
  • To provide and maintain a working environment for any employee, volunteer, and user that is adequate with regards to facilities and arrangements for their welfare.
  • The Ormside Village Hall Management Committee have overall responsibility for health and safety at Ormside Village Hall and takes day to day responsibility for the implementation of this policy to:
  • Provide an annual H& S review for the Hall, covering all aspects of safety and fire for Hall operations and other activities.
  • Examine overall health and safety issues as they affect the Hall and respond effectively.
  • Allocate sufficient resources to provide and maintain conditions and places of work that are, so far as reasonably practicable, safe and healthy.
  • Provide, where necessary, approved protective equipment and clothing and ensure that its proper use is understood.
  • Take all reasonable steps to inform employees, sub-contractors and users about materials, equipment or processes used in their work which are known to be potentially hazardous to health or safety.
  • Keep all operations and methods of work under review so that they can, if necessary, be revised in the light of experience and up to date knowledge.
  • Promote joint consultation in health and safety matters to ensure effective participation by all Trustees, volunteers and users.
  • Provide appropriate facilities for first aid.
  • Seek advice, where appropriate, when potentially hazardous situations exist or might arise.
  • Collect, analyse and share data on accident, sickness and incidents involving personal injury or injury to health and to investigate all such occurrences, and ensure that recommendations are made to prevent recurrence.
  • Seek to ensure that relevant and up-to-date information on all aspects of health and safety legislation and good practice is obtained and made available to interested parties; to carry out a continual assessment for any change of activity, process or equipment and to make the findings of such an assessment generally available.
  • To train new members as appropriate, volunteers and those taking on new jobs or responsibilities and ensure that they are aware of any particular hazards of the job or working environment.
  • Ensure that any accident is fully investigated and, where the fault lies with working methods, machinery, materials or processes, that such fault is corrected.

Hirers are responsible for:

  • (Reading the whole of the hiring agreement and must sign the hiring form as evidence that they agree to the hiring conditions. The hiring agreement states that all statutory or local regulations and rules for public safety must be strictly observed by hirers.)
  • Ensuring fire and safety equipment must not be misused or removed from its designated location.
  • Ensuring fire and other exits must not be obstructed. Illuminated fire exit signs must be on for all public entertainment.
  • Ensuring that adequate safeguards are in place to protect the well-being of the disabled, children and vulnerable adults.


Health and Safety Management

  • It is the duty of all hirers, users and other visitors to take care of themselves and others who may be affected by their activities and to cooperate with the Management Committee in keeping the premises safe and healthy.
  • Should anyone using the hall come across a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform the Chairman or the Bookings Secretary, as soon as possible so that the problem can be dealt with.
  • Where equipment is damaged or otherwise faulty a notice should be placed on it warning that it is not to be used and the Chairman or the Bookings Secretary informed as soon as possible.
  • The following persons have responsibility for specific items:

First Aid box: Bookings Secretary

Monitoring of Accidents: Chairman

Health & Safety Checklist (annual): nominated representative

Fire Evacuation Plan and Risk Assessment: Secretary

Information to contractors: Chairman

Information to hirers: Bookings Secretary

Insurance / Licenses: Treasurer


Arrangements and Procedures


  • Ormside Village Hall holds Employers Liability and Public Liability Insurance.
  • Hirers of Ormside Village Hall shall be responsible for making arrangements to insure against any third party claims which may lie against them (or the organisation if acting as a representative) whilst using the Premises.


  • The hall is currently not licensed. Ormside Village Hall Committee can decide the events and facilities that they wish to offer and decide what type of licence they will need to apply for. The options include:
    • a premises licence
    • temporary event notices (TENS)


  • The sale of alcohol is prohibited but may be considered by the Ormside Village Management Committee and with application for a Temporary Event Notice from Eden District Council by the hirer.
  • Performing Rights Society Music Certificate held, if appropriate.

Food Hygiene

  • Hirers of the Hall should ensure they comply with relevant Food Hygiene legislation in relation to their activities.
  • For advice regarding food hygiene in village halls the Food Standards Agency Document, Community and Charity Food Provision – Guidance on the Application of EU Food Hygiene Law, Dated 31st July 2013 – should be referred to.

Fire Precautions and Checks

  • The Management Committee has completed a Fire Risk Assessment in accordance with the Regulatory Reform (Fire Safety) Order 2005.
  • Person with responsibility for arranging the testing of equipment:Chairperson.
  • Fire Safety equipment is regularly checked by a competent company as agreed by Ormside Village hall management Committee.

Checking of Equipment, Fittings and Services

  • Weekly: Door mats and stops, clocks, toilets, water heaters, stage when erected, fridges, outside lights, emergency lighting, fire doors, all lights, torch, water boilers.
  • Monthly: First Aid Box, ladders and steps, locks and sockets.
  • Yearly: Fire extinguishers, electrical certificate, gas boiler. Window cleaning, outside gutters.

Procedure in case of accidents

  • The First Aid Box and Accident Book are located in the kitchen.
  • Any accident must be reported to a member of the Village Hall Committee.


The Committee will check with contractors (including self-employed persons) before they start work that:

  • The contract is clear and understood by both the contractors and the Ormside Village Committee.
  • The contractors are competent to carry out the work (e.g. have appropriate qualifications, references, experience).
  • Contractors have adequate public liability insurance cover.
  • Contractors do not work alone on ladders at height (if necessary a volunteer should be present).
  • Contractors have their own health and safety policy for their staff.
  • The contractor knows which member of the committee is responsible for overseeing that their work is as asked and to a satisfactory standard.
  • Any alterations or additions to the electrical or gas installations or equipment must conform to the current regulations.
Created September 2015/Reviewed November 2018