Health and Safety Policy

Statement of Intent

Clacton Arts Centre is committed to providing a safe, healthy and welcoming environment for everyone involved in our activities.

This includes our volunteers, committee members, tutors, artists, performers, workshop participants, visitors and members of the public.

We recognise our responsibility to take reasonable and practical steps to prevent accidents, injuries and risks to health.

We aim to achieve this by identifying potential hazards, assessing risks and taking appropriate precautions.

We believe that everyone has a part to play in maintaining a safe environment and encourage all those involved with Clacton Arts Centre to raise concerns, report hazards and suggest improvements.

Our approach to health and safety will be practical, proportionate and appropriate to the activities we undertake.

Responsibility for Health and Safety

Overall responsibility for health and safety rests with the Clacton Arts Centre Committee, led by the Chair.

Chair: Adrian Goody
Email: chair@clactonartscentre.org

The Committee is responsible for ensuring that appropriate health and safety arrangements are in place and regularly reviewed.

For individual workshops, exhibitions and events, a responsible person will be identified to oversee the safe running of the activity.

All volunteers, tutors, artists and others working on behalf of Clacton Arts Centre are expected to follow relevant safety procedures and report concerns promptly.

Everyone attending our activities is encouraged to take reasonable care for their own safety and that of others.

Risk Assessments

Clacton Arts Centre will identify and assess significant risks associated with its premises, activities and events.

Risk assessments will be proportionate to the activity and will consider:

The nature of the activity.
The people taking part.
The equipment and materials being used.
The location and surroundings.
Any particular needs or vulnerabilities of participants.
Appropriate measures to reduce risks.

Written risk assessments will be maintained where appropriate and made available to those responsible for delivering activities.

Assessments will be reviewed when activities, equipment or circumstances change, or following an accident or significant incident.

Gallery and Premises Safety

We will take reasonable steps to ensure that premises used for our activities are safe and suitable.

This includes:

Keeping entrances, exits and walkways clear.
Reducing risks from trailing cables and trip hazards.
Ensuring displays, furniture and equipment are stable.
Maintaining suitable lighting.
Keeping workspaces reasonably clean and tidy.
Ensuring equipment is stored safely.
Considering accessibility and the needs of people with disabilities.
Reporting and addressing hazards promptly.

Where Clacton Arts Centre uses premises owned or managed by another organisation, we will cooperate with those responsible for the building and clarify relevant safety responsibilities.

Workshops and Creative Activities

Clacton Arts Centre provides a variety of creative workshops and activities involving different materials, tools and equipment.

Tutors and activity leaders are responsible for ensuring that their activities are conducted safely.

They should:

Understand the risks associated with their activities.
Provide appropriate instructions and demonstrations.
Ensure equipment is suitable and in safe working condition.
Provide appropriate supervision.
Consider the age, abilities and experience of participants.
Ensure materials are used and stored safely.
Identify any additional precautions required.

Particular care will be taken with potentially hazardous materials, sharp tools, hot equipment, electrical equipment and activities that generate dust or fumes.

Where hazardous substances are used, appropriate precautions will be taken in accordance with relevant safety information and applicable regulations.

Equipment and Electrical Safety

Equipment used during Clacton Arts Centre activities must be suitable for its intended purpose and maintained in a safe condition.

Electrical equipment should be visually checked for obvious damage before use.

Damaged or unsafe equipment must not be used.

Portable electrical equipment will be inspected and tested where appropriate, according to the risks involved and relevant guidance.

Only suitably competent people should undertake electrical repairs or other specialist work.

Equipment must be used in accordance with manufacturers' instructions and any relevant safety procedures.

Fire Safety and Emergency Procedures

Clacton Arts Centre will ensure that appropriate fire safety and emergency arrangements are in place for its activities.

These will include:

Keeping fire exits and escape routes clear.
Ensuring those responsible for activities understand evacuation procedures.
Identifying appropriate assembly points.
Considering the needs of people who may require assistance during evacuation.
Ensuring that suitable fire precautions are in place.
Following the fire safety arrangements of any premises used.

Where Clacton Arts Centre is responsible for premises, it will ensure that relevant fire safety duties, including fire risk assessment, are addressed.

In the event of a fire or other emergency, the priority will always be the safe evacuation of people.

In an emergency, call 999.

First Aid and Accidents

Appropriate first aid arrangements will be provided for Clacton Arts Centre activities.

First aid equipment will be available at the gallery and at events where required.

The level of first aid provision will reflect the nature of the activity, the number of people involved and the risks identified.

Where appropriate, suitably trained first aiders will be available.

All accidents and significant incidents should be reported to the person responsible for the activity.

Details will be recorded and reviewed to identify whether any further precautions are necessary.

Where an incident meets the legal reporting requirements under RIDDOR, the appropriate report will be made to the relevant authority.

Events and Activities Away from the Gallery

Clacton Arts Centre organises and participates in events at a variety of locations.

Appropriate planning and risk assessment will be undertaken for these activities.

Depending on the event, this may include consideration of:

Venue suitability and accessibility.
Weather conditions.
Temporary structures, displays and staging.
Electrical equipment and cables.
Moving and handling equipment.
Public access and crowd movement.
First aid and emergency arrangements.
Vehicle movements and loading areas.
The safety of volunteers, performers, stallholders and visitors.

Where an event is organised in partnership with another organisation, responsibilities for health and safety will be agreed in advance.

External stallholders, contractors and activity providers will be expected to manage the risks associated with their own activities and cooperate with the event organiser's safety arrangements.

Volunteers and Young People

Clacton Arts Centre values the contribution of volunteers and will take reasonable steps to ensure they can undertake their activities safely.

Volunteers will be provided with appropriate information, guidance and supervision.

Tasks should be suitable for the individual's abilities, experience and any relevant health considerations.

Young volunteers under the age of 18 may participate in suitable activities, subject to appropriate supervision and risk assessment.

Particular care will be taken where activities involve:

Heavy lifting or moving equipment.
Working at height.
Electrical equipment.
Stage construction or dismantling.
Potentially hazardous tools or materials.

Young volunteers will not be asked to undertake tasks that are unsuitable for their age, experience or level of training.

Safeguarding arrangements for young volunteers are addressed separately in our Safeguarding Policy.

Manual Handling and Working at Height

Where activities involve lifting, carrying or moving equipment, appropriate precautions will be taken to reduce the risk of injury.

Heavy or awkward items should be moved using suitable equipment or assistance where necessary.

Work at height will be avoided wherever reasonably practicable.

Where it is necessary, suitable equipment, supervision and precautions must be used.

Chairs, tables and other unsuitable objects must not be used as substitutes for appropriate access equipment.

Accessibility and Individual Needs

Clacton Arts Centre aims to make its activities accessible and welcoming.

We recognise that individuals may have different physical, sensory or other needs that should be considered when planning activities.

Reasonable adjustments will be made where appropriate to support safe participation.

Health and safety considerations will not be used unnecessarily to exclude people from activities.

Where particular risks arise, we will seek practical solutions wherever reasonably possible.

Reporting Hazards and Concerns

Everyone involved in Clacton Arts Centre activities is encouraged to report potential hazards, unsafe equipment, accidents or other safety concerns.

Concerns should be raised with the person responsible for the activity or with the Clacton Arts Centre Committee.

Email: info@clactonartscentre.org

Where there is an immediate risk of injury, the activity should be stopped or the affected area made safe until appropriate action can be taken.

No volunteer or participant should feel discouraged from raising a genuine health and safety concern.

Information, Training and Communication

Clacton Arts Centre will provide appropriate health and safety information to volunteers, tutors and others involved in organising activities.

Additional training or instruction will be provided where required by the nature of the activity.

Relevant risk assessments and safety procedures will be made available to those who need them.

We encourage open discussion about health and safety and welcome suggestions for improving our arrangements.

Monitoring and Review

The Clacton Arts Centre Committee will review health and safety arrangements regularly and consider any lessons arising from accidents, incidents or reported concerns.

This policy will be reviewed annually, or sooner if there are significant changes to our activities, premises or relevant legislation.

Responsible body: Clacton Arts Centre Committee
Chair: Adrian Goody

Policy date: 1 October 2026
Next review: 1 October 2027

Approved by: Clacton Arts Centre Committee