Fire Safety Policy

1. Introduction
Inclusive Bytes CIC (“Inclusive Bytes”, “we”, “us”, or “our”) is committed to providing a safe environment for all staff, volunteers, and visitors at any venue we occupy or use for events or activities. This Fire Safety Policy outlines the procedures in place to minimise the risk of fire and ensure a safe evacuation in the event of a fire emergency.

2. Fire Risk Assessment
2.1 Occupied Premises: For any premises we occupy on a regular basis (owned or leased), a comprehensive fire risk assessment will be conducted. The assessment will identify potential fire hazards, evaluate the risks associated with those hazards, and outline necessary control measures to minimise those risks. The fire risk assessment will be reviewed annually and updated as necessary.

2.2 Temporary Venues: Before utilising any temporary venue for an event or activity, Inclusive Bytes will:

Request a copy of the venue’s current fire risk assessment.
Review the assessment to ensure the venue has appropriate fire safety measures in place.
If necessary, conduct a supplemental fire risk assessment specific to the planned activity within the venue (e.g. additional electrical loads).
3. Fire Evacuation Plan
A clearly defined fire evacuation plan will be developed for each venue we occupy or use. The plan will include the following:

Fire alarm procedures: The policy outlines the actions to be taken upon hearing the fire alarm, including immediate evacuation of the building or venue.
Escape routes: Clearly marked escape routes are identified throughout the venue. Floor plans with escape routes will be prominently displayed, or a responsible staff member will be able to direct occupants to the nearest exit.
Assembly point: A designated assembly point located a safe distance from the venue is identified for gathering after evacuation. The assembly point will be clearly marked on floor plans (if applicable) or communicated to occupants by a responsible staff member.
4. Fire Drills
4.1 Occupied Premises: Fire drills are conducted regularly at any premises we occupy on a regular basis to ensure staff, volunteers, and visitors are familiar with the evacuation procedures. Drills are documented, including the date, time, and any identified issues that need to be addressed. A log of fire drills and their outcomes is maintained by the Designated Health and Safety Person (see section 11).

4.2 Temporary Venues: For temporary venues, Inclusive Bytes will enquire if the venue conducts fire drills and, if so, request a schedule or participate in a drill if it coincides with our activity.

5. Fire Procedures
Fire safety procedures will be displayed prominently at any venue we occupy or use. This may include:

Locations of fire extinguishers and fire alarm call points
Actions to be taken upon discovering a fire
Procedures for using fire extinguishers (if applicable)
6. Fire Extinguishers
6.1 Occupied Premises: Fire extinguishers are located strategically throughout any premises we occupy on a regular basis. They are regularly inspected and maintained by a qualified service provider in accordance with relevant regulations. Maintenance records are kept on file by the Designated Health and Safety Person. Photos of the fire extinguishers are included as part of the maintenance records.

6.2 Temporary Venues: Inclusive Bytes will enquire about the availability and location of fire extinguishers at temporary venues and advise staff and volunteers accordingly. We will not rely on the venue’s extinguishers to fulfil our own duty of care. Consideration may be given to bringing portable fire extinguishers for use at temporary venues, particularly if high-risk activities are planned.

7. Staff and Volunteer Responsibilities
All staff and volunteers are responsible for:

Familiarising themselves with this Fire Safety Policy and the fire evacuation plan for any venue they are working at.
Attending fire drills (when applicable) and participating actively.
Reporting any fire hazards or unsafe conditions to the Designated Health and Safety Person or a responsible staff member at a temporary venue.
Not interfering with fire safety equipment.
8. Visitors
Visitors to any venue we occupy or use will be briefed on fire safety procedures upon arrival. This may include verbally outlining evacuation procedures, directing them to a location where fire safety information is displayed, or providing a handout with fire safety information.

9. Training
Staff designated to use fire extinguishers will receive training in their proper use.

10. Review
This Fire Safety Policy will be reviewed annually and updated as necessary, particularly following any changes to:

Fire safety regulations
Procedures for using temporary venues
Following an incident
11. Contact Information
The Designated Health and Safety Person for Inclusive Bytes is Andy Powell.