Fire Safety Policy: 

Signed: Duncan Lee XYZ Music Academy LTD Director 08/03/2024

Revision History:

Revision:	Nature of changes:	Made by:	Date:	Signed off:

1. Introduction

At the XYZ Music Academy LTD, the safety and well-being of our employees, visitors, and all those who participate in activities run by our company are of the utmost importance. Our Fire Safety Policy is designed to establish a comprehensive framework that ensures the prevention of fire incidents, enhances preparedness, and facilitates an effective response in case of an emergency. We hold a special responsibility as we primarily work with children. Ensuring their safety is not just a duty but a heartfelt commitment. Our Fire Safety Policy is designed to ensure we provide a secure environment for children and thereby offer peace of mind to parents, guardians and all stakeholders.

2. Scope:

The scope of our Fire Safety Policy extends to all individuals, including employees, volunteers, visitors, children, and contractors who interact within premises used by our organisation. This policy covers all areas used and hired by our company, including spaces where children are present, with a primary focus on ensuring the safety and well-being of our staff and of the children in our care.

3. Company Office:

XYZ Music Academy LTD conducts the its operations from both our own rented premises at Building 14, Wescott Venture park, HP18 0XB and  in external locations, including schools, and rented venues.

4. External Settings, Venue Hire and Fire Safety during the provision of activities for children

At XYZ Music Academy LTD we primarily operate in external environments to provide activities for children. This section provides our fire safety procedures when conducting activities in external locations and hired venues.

4.1 Venue Fire Safety Risk Assessment
4.1.1 Responsibility of the owner of hired premises

• 
  Before utilising any external venue, we require access to the current Fire Safety Risk Assessment from the venue management. This allows us to evaluate the fire safety standards and readiness of the venue to ensure the highest level of protection for the children and our staff.
  ●  XYZ Music Academy LTD also requires a record of evacuation routes and fire exit locations from the venue. The venue must make XYZ Music Academy LTD aware of its fire assembly points.
  ●  The venue must ensure that these evacuation routes and fire exits are accessible
  ●  All electrical equipment provided by the venue must be PAT tested and the date of the testing should still be valid
  
  4.1.2 Responsibility of XYZ Music Academy LTD and its staff
• XYZ Music Academy LTD has conducted its own risk assessment for the hire of premises. The following extract is relevant to Fire Safety:
• Any electrical equipment brought into the venue by XYZ Music Academy LTD should be PAT tested and the date of this testing should still be valid
  
• All members of staff are responsible for ensuring evacuation routes and fire exits are accessible and never blocked
  
  
• On arrival at the venue, staff should carry out a brief inspection for any fire safety concerns. Any concerns identified should be immediately reported to XYZ Music Academy LTD’s Health and Safety Lead who shall liaise immediately with the venue management. All activities within the venue should be postponed until the issues have been addressed and resolved by venue management.
  
  
• Should any staff member become concerned about Fire Safety during a session, the session should be suspended and the issue reported immediately to the Health and Safety Lead.
  
  
• Staff must be aware of where to locate fire safety equipment such as fire extinguishers.
  
  
• Staff must be aware of the locations of fire exits, fire assembly points and the available fire evacuation routes.
  
  4.2 Fire Safety Procedure
  
• XYZ Music Academy LTD shall establish from the venue hired whether any fire drills are planned during the carrying out of activities on the premises
  
  
• A register of children’s attendance shall be taken before the commencement of activities, and the children shall be told what to do in the event of a fire/fire alarm.
  
  4.2.1 In the event of a fire/fire alarm
  
  ●  XYZ Music Academy LTD operates under an immediate evacuation policy. In the event of a fire alarm, staff must evacuate themselves and children along the appropriate routes and through the appropriate exits. Staff should never attempt to fight fire, unless doing so is the only means of enabling escape from the premises.
  
  
• Staff and children should gather at the premises fire assembly point. The register should then be re-taken to ensure all children and members of staff have evacuated the building.
  
  
• If no members of the venue’s fire safety management team are on sight, staff must ensure that emergency services have been contacted. If in doubt of whether fire services have been called, staff shall contact the emergency services.
  
  
• The building should not be re-entered until instructed it is safe to do so by the venue’s fire safety team/local firefighting services
  
  
• This instruction is aligned with the instruction outlined in Appendix A.
  

4.3 Staff Training and Awareness

• The management team is responsible for providing the necessary resources, support, and direction to implement and maintain fire safety procedures. They must ensure compliance with applicable fire safety regulations.
  
  
• All staff will be provided with XYZ Music Academy LTD fire safety policies and procedures upon joining the organisation and shall be required to confirm that they have read and understood them, as well as participating in periodic refresher activities.
  
  
• Where it is deemed necessary, The XYZ Music Academy LTD shall periodically simulate fire alarms to test its procedures and assess staff competency
  
  
• To ensure clarity and consistency, our staff have access to a comprehensive set of fire safety instructions for each session conducted (Appendix A). These instructions serve as a reliable guide, empowering our team to implement the best practices and maintain a secure environment during all activities.
  
  5. Policy Review and Update
  
  This Fire Safety Policy will be reviewed regularly and updated as necessary to ensure its continued relevance and alignment with emerging fire safety standards.
  

Appendix A: XYZ Music Academy LTD Fire Safety Requirements for Staff

All members of staff are responsible for helping to maintain fire safety standards and ensuring the safety of children participating in our activities.

On Arrival at every session:
●  You will familiarise yourself with the layout of the venue and the locations of fire extinguishers/fire blankets, fire exits, fire assembly points and fire evacuation routes. If you have any fire safety concerns, report this immediately to the Health and Safety Lead (Duncan Lee 07708733288). Postpone the session immediately until any issues have been resolved.

●  Ensure that all fire exits and evacuation routes are clear of obstruction

At the start of the term/one-off activities:
 

• Explain to children what will happen if the fire alarm goes off (include all of the following points in your explanation)
  ○  Instruct them that they should immediately stop what they are doing and listen. They should remain quiet at all times so everyone can hear instructions
  ○  Explain that a member of staff will lead them to evacuate immediately
  ○  Explain that evacuation should be carried out calmly, do not run or panic
  
  ○  Point out fire exits
  
  ○  Explain that they should leave all belongings behind
  
  ○  A register will be called outside, explain that they must remain silent and only
  
  speak when their name is called
  ○  Explain that nobody should re-enter the building unless led by a member of staff when it is safe to do so
  
  

○  No messing around or being silly, best behaviour required

• Ensure that any new children joining after the start of the term are familiar with the above information
  

During every session:

●  Ensure that a register has been taken at the start of the session.
 

• Remain aware of any fire hazards. If you are concerned, stop the session immediately and contact the Health and Safety Lead
  
• Keep all fire evacuation routes and fire exits free of obstructions

In the case of a fire:
●  XYZ Music Academy LTD operates under an immediate evacuation policy. In the event of a fire alarm, staff must evacuate themselves and children along the appropriate routes and through the appropriate exits. Staff should never attempt to fight fire, unless doing so is the only means of enabling escape from the premises.
●  Staff and children should gather at the premises fire assembly point. The register should then be re-taken to ensure all children and members of staff have evacuated the building.

●  If no members of the venue’s fire safety management team are on sight, staff must ensure that emergency services have been contacted. If in doubt of whether fire services have been called, staff shall contact the emergency services.
●  The building should not be re-entered until instructed it is safe to do so by the venue’s fire safety team/local firefighting services