Fire safety & risk as'ment & management in Village halls

[Mr. P]

What are your thoughts on this regards RP when bld is let out for functions i.e. weddings etc.?  Run of the mill to the point of committee and overall RP.  But, when a private do is on they do not have committee members as fire warden and so on.

[kurnal]

The order is quite clear- the hirer becomes a temporary responsible person and is responsible for basic fire precautions for their event in so far as they have control. The Committee/overall RP have a duty to coordinate and communicate.

Where there is no supervision by the committee or premises supervisor, i usually put together a one page tick box checksheet for the hirer to be issued and briefed as part of the conditions of hire that sets out the basic fire plan and essential information for the premises.

The hirer then signs all boxes to show understanding and undertakes to carry out the supervisory duties during the event- controlling numbers, keeping exits clear, briefing visitors, controlling noise levels, nominating competent assistants,implementing  the emergency procedures, looking after persons with special needs safe shutdown at end etc.

[wee brian]

good answer

[Ken Taylor]

It can get a bit vague when the committee have a 'caretaker' present on the premises but the hirers are left to run the event. It's a good idea to have clear rules for hirers forming part of the contract / hire agreement setting out the various duties and responsibilities.

[kurnal]

You are right Ken. I see it this way:
Scenario 1
If under the terms of hire a Committee member or premises supervisor or caretaker is  present throughout event- even if they choose to take a low profile they are the responsible person and the hirer of hall  has the status of a relevant person,
Scenario 2
If the hall is let entirely without supervision then the hirer is a temorary  Responsible person for the duration of their hire and the Committee also remain responsible persons despite their  absence (to the extent that they have control of the premises- I.E. they set the rules and conditions and retain title to the building, retain responsibility for its condition and maintenance and to some extent even in their absence exercise some control over how it is used.)

We now have several responsible persons sharing the premises  and so this brings in the duty to co-operate, co-ordinate and communicate and this is achieved though the terms and conditions of hire using the checklist approach I described in my earlier posting.

Hope this makes some sense.

[Mr. P]

Cheers guys

[John Webb]

I run the bookings for private hires of my local church hall. We have made clear to hirers in the Conditions of Hire that they are responsible while using the hall, what precautions are present in the building and what we expect them to do to keep their guests safe. I have a printed check-list which I go through with them covering the keeping clear of exits, the use of kitchen equipment and that the FA system and emergency lights are in operation. This is ticked by me (or whoever lets them into the hall) and signed by both parties. On the reverse we have printed "What to do in case of Fire" in a large bold print, and various contact numbers for them to call once they are clear of the building and the FRS has been called. This is hung up in the kitchen in a prominent position from which the hirer can grab it in the event of an emergency to refer to as they leave.
Biggest problem is making people understand that the emergency exit from the hall into the adjacent churchyard must be left accessible - it's amazing how many seem to want to block it off with tables etc.!

[Ken Taylor]

I've found this too - particularly when inspecting outdoor events held in large tents. Quite a few exhibitors have been rather disappointed in having to rearrange their displays in order to allow people to leave the tent other than by the main entrance - despite providing information to event organisers and having pre-meetings with them. Then you have to point out that the fire extinguishers are 'missing', etc, etc!