Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Purpose
The objective of this procedure is to ensure that all members of staff respond correctly to emergency
situations in order to minimise the likelihood of death or injury to any occupants of the sports complex,
tennis facilities and Bodie squash courts, or other people that may be affected by such situations.
Contents
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General responsibilities
Fire
Controlled evacuation
Partial evacuation
Re-admission following emergency evacuation
Injuries and first aid
Power and lighting failure
Flood, storm or structural damage
Emission of toxic gas
Bomb threat or suspect package
Robbery, violence and assault (personal threat)
Disorderly behaviour
Indecency
Lost persons
Overcrowding
Emergency Lift Release
Bodie Squash Courts
Tennis Facilities
Management call out
Review of EAP
Internal forms and documents
Floor plans
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Appendix
General Responsibilities
Sports Complex Operations Manager
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Designing the response to emergency situations so that they are dealt with in a manner that
minimises the risk to members, pupils, staff, other users of the facilities and other people who
may be affected by the situation.
Arranging the provision of information, instruction, training and regular drills to ensure that staff
and users of the facilities are able to act in accordance with this procedure.
Investigating all emergency incidents after the event.
Duty Manager
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Leading the response to an emergency situation and directing staff as appropriate given the
specific circumstances
Completing an Incident Report Form following any of the situations described in this EAP
All Staff
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Liaising with the Duty Manager straight away if an emergency situation arises and following his/her
directions to deal with the situation.
February 2010
Page 1 of 18
Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Fire
General principles
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The first priority is to ensure the safety of people by communication and evacuation.
Under no circumstances should you take unnecessary personal risks or put others at risk. Do not
attempt emergency fire fighting unless it is absolutely necessary to facilitate your escape. Do not
stop to collect any personal belongings.
Make contact with other members of the BCEL or BC teams to assist you.
Do not cause panic, but remain calm and methodical. During evacuation, walk quickly and do not
run; try to close doors behind you as this will restrict the spread of fire.
Do not re-enter the building until authorised to do so.
What you should do if you discover a fire
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Sound the alarm by breaking the nearest break glass call point.
Warn people in your immediate vicinity and direct them to evacuate by an appropriate
emergency exit.
Consider if it is necessary to take any other action to prevent people coming into the hazardous
area.
If it is absolutely necessary to attempt emergency fire fighting to facilitate your own escape, use
an extinguisher that is appropriate for the type of fire and use it in accordance with the
instructions on the extinguisher.
Inform the Duty Manager about the nature and extent of the fire.
Liaise with the Duty Manager to assist the prompt evacuation of all occupants from the building,
for instance by contacting the DM by radio or by reporting to the DM at the fire alarm panel.
Go to the evacuation assembly point when directed to do so and assist the member of staff in
control there.
Background
The locations of break glass call points, fire extinguishers, emergency exits and escape routes are
shown on the floor plans in the appendix.
The fire alarm is an electronic siren that will sound continuously.
FIRE AND EVACUATION ASSEMBLY POINT
On the grass between the Old Gym and the Car Park
The fire alarm panel is at the top of the front stairs next to reception. The Duty Manager will take
control of the situation there. If that is not accessible, the alternative position is the Atrium.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
The zones in the sports complex (as identified by the alarm system) are:
1.
Upstairs
a.
Lobby, front stairs, pool balcony, dance studio
b.
Reception, sports hall balcony, management office meeting room, back store, therapy
room
2.
a.
Back stairs
b.
Pool hall and aqua store
c.
4 changing rooms and corridor including disabled and staff changing rooms plus toilets
d.
PE office and Fitness Suite
3.
Sports Hall (including the 2 large stores)
4.
Lift
5.
Plant room and lift motor room
6.
Atrium
Each zone has a laminated card showing the areas within the zone. The member of staff assigned to check
the evacuation of a zone should pick this up and use it to make sure they check the whole of the zone,
then give it to the DM themselves to confirm that they have checked that zone.
The College Security Officer can be contacted on 4850 or 07717 726414. There is usually a security
officer on duty 24/7. If called, he should be able to assist the response to the emergency situation, for
instance by directing the emergency services.
General approach for responding to an alarm
Unless it is immediately established that it is a false alarm (e.g. accidental activation of a call point), the fire
service should be called straight away. It is the responsibility of the Duty Manager to instruct a member of
staff, generally the Receptionist, to make this call. If the fire service is called, the College Security Officer
should also be called to help direct them to the sports complex.
Once the alarm has been activated, the evacuation must be completed fully. The cause of the alarm
activation should not be investigated, unless staff are informed of the probable cause of a false activation
or immediately identify it themselves..
The Duty Manager is responsible for co-ordinating staff to carry out the evacuation and to ensure that
each zone of the building is clear of occupants.
The process for different situations is summarised in the flowchart overleaf:
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Alarm sounds
Immediately identified as
probable false alarm
Not identified as
probable false alarm
Carry out evacuation
Call fire service
Investigate cause of
probable false alarm
Carry out evacuation
Find cause of probable
false alarm
Unable to find cause of
false alarm
Follow instructions of
fire service
Rectify cause of alarm
and reset alarm panel
Call fire service and
leave building
Only permit re-entry to
building when authorised
Permit re-entry to the
building
Follow instructions of
fire service
Record alarm activation
and evacuation
Record alarm activation
and evacuation
Only permit re-entry to
building when authorised
Record alarm activation
and evacuation
If, following a call to the fire service and the completion of an evacuation, it is subsequently established
that it was probably a false alarm after all:
Investigate cause of
Find cause of probable
Unable to find cause of
probable false alarm
false alarm
false alarm
Rectify cause of alarm
and reset alarm panel
Leave building and await
fire service
Call fire service to
identify the false alarm
Follow instructions of
fire service
Permit re-entry to the
building
February 2010
Record alarm activation
and evacuation
Only permit re-entry to
building when authorised
Page 4 of 18
Sports & Leisure Division Emergency Action Plan (EAP)
Specific responsibilities and actions following an alarm activation
Issue 1
Duty Manager
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Lead the evacuation and response in accordance with the flowchart above.
Go to the fire panel and identify the zone where there has been an alarm activation (if the fire
panel is not accessible due to a fire in that area, take control of the situation from the Atrium).
Make contact with all staff in the building and allocate staff to assist the evacuation and check
specific zones, bearing in mind and informing staff which zone has had the alarm activation
(ensure that no-one is put at risk). Note the names and zones issued on the ‘Evacuation Control
Sheet’.
Allocate a member of staff to take control at the evacuation assembly point as soon as possible.
Establish whether the alarm activation is probably a false alarm.
Instruct a member of staff, generally a receptionist, to call the fire service if it has not been
established that the activation is a false alarm. After the fire service, the College Security Officer
should also be called to attend and assist, for instance to help direct the emergency services.
Receive the zone cards from the staff assigned to each zone to confirm that all areas have been
evacuated and checked (and make a record if it has not been possible to check any area).
Stop people from re-entering the building and assign other members of staff to assist this (note
that people, especially pupils, may seek to re-enter via the fire exits and not just the main front
entrance)
Once the evacuation has been completed, only investigate the cause if the alarm activation is
believed to have been a false alarm. Address the cause of a false alarm (for instance by replacing
the glass in a call point that has been accidentally activated) and reset the alarm panel.
If it has not been a false alarm, leave the building once all zones have been cleared and liaise with
the member of staff in charge at the evacuation assembly point to check that all staff are present
and accounted for.
Liaise with the fire service on arrival, providing the information specified below.
Liaise with the member of staff in charge at the evacuation assembly point to permit re-entry to
the building when appropriate/authorised.
Record the alarm activation and evacuation in the Fire Logbook and complete an Incident Report
Form.
Staff assigned to check a zone
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Pick up the relevant zone card, which will be positioned in the zone.
Direct people to leave by the nearest safe exit and to make their way to the evacuation assembly
point, but bear in mind the possible location of a fire. Do not direct people towards a possible
hazard.
Do not allow people to collect personal items other than the minimum required to preserve
decency e.g. towel, robe etc
Swimmers should be directed to leave by the nearest safe fire exit in the pool hall and should not
be allowed to return to the changing areas
Check the area thoroughly, bearing in mind that there may be unconscious casualties or people
who cannot hear you or the alarm.
Seek assistance if you find a casualty who is unconscious or unable to evacuate themselves
unaided.
If possible, close all fire doors behind you as this will help to stop the spread of smoke or a fire.
Give the evacuation zone card to the DM to confirm that the zone has been cleared. Inform
him/her if there were any parts of the zone that could not be checked and if it is known, or
suspected, that there may be a casualty still in the zone.
Go to the evacuation assembly point when directed to do so and assist the member of staff in
control there.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Staff assigned to take control at the evacuation assembly point
 Take emergency grab bag (which contains a first aid kit and a mobile phone) and put on the
fluorescent jacket.
 Take lists of staff on duty and contractors in the building (the list is maintained by the
DM/receptionist).
 Direct people evacuating the building to gather at the evacuation assembly point and encourage
them to remain calm.
 Remain in radio contact with the DM.
 Respond to queries from members of the public and keep them informed about the situation.
 Remind people that they may not re-enter the building until authorised to do so.
 Check that all staff and contractors are present and accounted for.
 Co-ordinate members of staff arriving at the evacuation assembly point and direct them to help
supervise people gathered in the area and to prevent people from re-entering the building.
 Direct staff to undertake first aid as necessary.
 Liaise with the fire service if the DM is still occupied in the building, providing the information
specified below.
 When the DM or fire service have given the authorisation to re-enter the building, make the
following announcement: "Attention please. This is a public announcement. The fire alarm has
been fully investigated. You may now return to your activities. We apologise for any
inconvenience. Thank you for your co-operation."
Staff assigned to call the fire service (generally a receptionist)
 Dial 9 999 or 9 112. If a power failure occurs affecting the telephones, use the mobile phone for
an emergency line.
 State which service you require (fire) and describe the nature of the incident (fire alarm
activation).
 Provide the following information, plus other information as required:
Centre Name:
Bradfield College Sports Complex
Address:
Bradfield, Near Reading, Berks
Post Code:
RG7 6BZ
Grid Reference:
SU 6052 7280
Tel No:
0118 964 4600 (Reception)
07766 857371 (emergency mobile – Recep. To DM)
07796 424197 (alternative emergency mobile – Grab
Bag to Emergency Assembly Point)
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Do not ring off until your message has been confirmed.
Note the time of alarm activation and call to the Fire Service.
Give the mobile phone to the DM so the emergency services can keep in direct contact.
Lock the till.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Lifeguards (in addition to responsibilities relating to the evacuation and checking of zone 2)
 Clear the pool by one long whistle blast and verbal instructions.
 Prevent swimmers from re-entering the changing rooms.
 Assemble swimmers at the Old Gym end of the pool (if it is safe to do so) and evacuate to the
Assembly Point when instructed to do so by the DM or if fire is evident
 Take space blankets to evacuation assembly area and issue as appropriate
Swimming teachers should assist the lifeguards in these procedures and should, once the evacuation of
the pool has been completed, keep classes together and use registers to check those present.
Maintenance Supervisor (if present)
 Shut down the plant room by pressing the red button at either end of the plant room (this will
shut off the boilers, oil supply, pumps etc.).
 Inform the DM that the plant room has been shut down and liaise with the DM to assist the
evacuation and checking of the building.
Note: if the Maintenance Supervisor is not in the building the DM should direct the person allocated to
check Zone 5 to shut down the plant room.
Gecko (if present)
 Direct users of the Fitness Suite to evacuate to the assembly point and escort them there by the
nearest safe Fire Exit.
 Do not allow any person to return to the changing rooms to obtain personal belongings.
PE Staff / Class Instructors / Group or Activity Leaders (if present)
 Direct pupils/group participants to evacuate to the assembly point and escort them there by the
nearest safe Fire Exit.
 Do not allow any person to return to the changing rooms to obtain personal belongings.
 Keep pupils/group participants together and use registers to check that they are all present and
accounted for.
 Report to the person in charge at the assembly point to confirm that all members of the
class/group are present and accounted for.
Evacuation of Disabled Customers / Staff
The DM/receptionist should record on the list of building occupants (staff, contractors etc.) if there is a
disabled customer or staff member in the building. Their evacuation should be carried out in accordance
with their ‘Personal Emergency Evacuation Plan’ and the DM may well need to allocate a staff member to
assist this if required.
High risk areas
Staff should be aware that the following areas present higher and/or particular risks in the event of a fire:
 Plant room – flammable liquid (fuel oil) and chemical that can release toxic gases.
 Lift – emergency release may be required if there is a power failure.
 Aqua store – only one exit door and no windows.
 Pump chamber – confined space and only exit is by the ladder.
 Fitness Suite – only one exit door.
 Therapy room – only one exit door and no windows.
 Sports Hall stores – flammable materials that can give off toxic fumes.
 Cleaning stores – chemicals that can release toxic gases.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Information to be provided to the fire service on arrival (by DM or member of staff in charge of
evacuation assembly point)
 Master plan of building showing all evacuation zones and emergency exits.
 Zone in which the alarm was activated.
 Specific location, nature and possible cause of fire (if known).
 Zones cleared or not cleared.
 Whether or not the plant room has been shut down.
 Reports of any known persons not at the Assembly Point.
If someone is suspected to still be in the building do not attempt to re-enter the building but give full
details of their suspected whereabouts to the fire service.
Controlled Evacuation
This section deals with evacuations where speed is not the major factor and there is no imminent threat
to life. This may be due to situations such as:
 A power cut
 Structural damage
 Minor chemical leakage
In these situations the alarm will not generally be activated to signal the need for evacuation. The Duty
Manager is responsible for co-ordinating staff to carry out the evacuation and to ensure that each zone of
the building is clear of occupants. The evacuation should still be completed as quickly as possible, but the
DM may judge that in the circumstances it is reasonable to give swimmers the opportunity to get dressed
first and to permit people to collect their personal belongings. The DM will also need to judge whether it
is necessary to call for the emergency services or other support based on the specific situation.
Specific responsibilities and actions
Duty Manager
 Lead the evacuation and response as appropriate given the circumstances of the situation.
 Take control of the situation from the fire panel.
 Make contact with all staff in the building and allocate staff to assist the evacuation and check
specific zones, bearing in mind and informing staff which zone is affected by the hazardous
situation (ensure that no-one is put at risk). Note the names and zones issued on the ‘Evacuation
Control Sheet’.
 Allocate a member of staff to take control at the evacuation assembly point as soon as possible.
 Instruct a member of staff, generally a receptionist, to call the fire service or other support
services if required. If the fire service is called, the College Security Officer should also be called
to attend and assist, for instance to help direct the emergency services.
 Receive the zone cards from the staff assigned to each zone to confirm that all areas have been
evacuated and checked (and make a record if it has not been possible to check any area).
 Stop people from re-entering the building and assign other members of staff to assist this.
 Once the evacuation has been completed, address the cause of the evacuation as appropriate.
 Liaise with the fire service on arrival (if called), providing the information specified above.
 Liaise with the member of staff in charge at the evacuation assembly point to permit re-entry to
the building when appropriate/authorised
 Record the evacuation in the Fire Logbook and complete an Incident Report Form
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Staff assigned to check a zone, teachers, lifeguards, Gecko, Maintenance Supervisor, PE staff,
class instructors etc.
As for a fire evacuation, but permit people to collect their personal belongings and get dressed if the DM
has stated that is acceptable in the circumstances.
Staff assigned to take control at the evacuation assembly point
As for a fire evacuation.
Staff assigned to call the fire service (if necessary)
As for a fire evacuation.
Partial Evacuation
This section deals with situations where it is not necessary to evacuate the whole building. This may be
due to situations such as:
 Minor structural damage
 Lack of water clarity
 Flash floods
In these situations the alarm will not be activated to signal the need for evacuation. The Duty Manager is
responsible for co-ordinating staff to carry out the partial evacuation and to ensure that each zone of the
building that is affected or at risk is clear of occupants. The evacuation of those areas should still be
completed as quickly as possible, but the DM will generally judge that in the circumstances it is reasonable
to give swimmers the opportunity to get dressed first and to permit people to collect their personal
belongings. The DM will also need to judge what support should be called for based on the specific
situation.
Specific responsibilities and actions
Duty Manager
 Lead the evacuation and response as appropriate given the circumstances of the situation.
 Take control of the situation from the fire panel.
 Identify a ‘Safe Area’ in the building that occupants can be evacuated to.
 Make contact with all staff in the building and allocate staff to assist the evacuation of the affected
areas and check specific zones, bearing in mind and informing staff which zone is affected by the
hazardous situation (ensure that no-one is put at risk). Note the names and zones issued, plus the
‘Safe Area’, on the ‘Evacuation Control Sheet’.
 Allocate a member of staff to take control at the ‘Safe Area’ as soon as possible.
 Instruct a member of staff, generally a receptionist, to call the support services as required.
 Receive the zone cards from the staff assigned to each zone to confirm that all the affected areas
have been evacuated and checked (and make a record if it has not been possible to check any
area).
 Stop people from re-entering the affected areas and assign other members of staff to assist this.
 Once the evacuation has been completed, address the cause of the evacuation as appropriate.
 Liaise with the member of staff in charge at the ‘Safe Area’ to permit re-entry to the affected
areas when appropriate/authorised.
 Record the partial evacuation in the Fire Logbook and complete an Incident Report Form.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Staff assigned to check a zone, teachers, lifeguards, Gecko, Maintenance Supervisor, PE staff,
class instructors etc.
As for a fire evacuation, but permit people to collect personal items and get dressed if the DM has stated
that is acceptable in the circumstances.
Staff assigned to take control at the ‘Safe Area’
Largely as for a fire evacuation, but as relevant given the affected areas.
Re-admission following Emergency Evacuation
No person may be re-admitted to the building or affected areas until the Duty Manager has been advised
by the Fire Service, Police or other relevant authority that it is safe to do so.
On receiving confirmation from the relevant authority the Duty Manager will inform staff to begin the readmission procedure by informing members of the public that they may re-enter the building to either
resume their activity or collect their clothing / belongings and leave as appropriate.
A member of staff should be deployed to collect space blankets once customers no longer need them.
If it is established that re-admission to the building will not be possible, the Duty Manager will liaise with
the emergency services and follow their instructions at all times.
All possible assistance should be given to enable people to leave the site and return home safely. This will
include:
 Arranging suitable transport and supervision of unaccompanied children. No child under 14
years of age should be allowed to leave the site unless you are entirely confident of
their safety.
 Consideration should be given to any person lacking adequate clothing.
Members of the public who have lost clothing or personal belongings should be given the telephone
number for the Lettings and Events Office (0118 964 4570) and asked to phone in to check on
arrangements for claiming back their belongings.
Injuries and First Aid
Members of staff discovering a casualty or being called to attend a casualty should assess the situation and
react in accordance with the training they have received. The Duty Manager should be informed about
the casualty straight away and appropriate assistance should always be sought e.g. from a more qualified
first aider or the emergency services, depending on the nature of the injury.
There are first aid kits in the emergency grab bag, the reception office, the PE office, the plant room, the
tennis centre, the TDM’s office, the Bodie squash courts and on poolside. If the injury is minor and it is
appropriate to move the casualty, treatment should administered in a more private place such as the PE
office.
In the event of an injury to a College pupil, the pupil’s matron should be informed. Depending on the
nature of the injury, it may be appropriate to take the pupil to the Medical Centre for further
examination and treatment.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Power and Lighting Failure
Should the lights fail, the emergency lighting will come on automatically and should last for at least 2
hours.
The Duty Manager must be notified in case they are unaware of the power or lighting failure. The DM
should take control of and assess the situation. Depending on the circumstances it may become
appropriate to carry out a controlled evacuation of the building until power and lighting can be restored.
The DM should arrange for suitable support services to be called to address the situation e.g. Southern
Electric, SMY or College Maintenance.
Lifeguards’ responsibilities:
 Ensure that the pool is cleared immediately by one long whistle blast and verbal instructions.
 Tell customers to wait on the poolside away from the pool edges until further information
concerning the situation is available (note: further admissions shall be stopped at Reception).
 If the lighting failure is prolonged, customers should be organised into groups and led into the
Changing Rooms to change (the arrangements for changing will alter depending on the availability
of natural light and emergency lighting).
Flood, Storm or Structural Damage
Should a structural failure occur, or if there are signs of a potential structural failure, or if there is a threat
from a storm or flooding, the Duty Manager should take control of and assess the situation. Depending
on the specific circumstances it may be appropriate to carry out an immediate evacuation as for a fire, a
controlled evacuation or a partial evacuation (see earlier sections).
Emission of Toxic Gas
Chlorine
While we do not handle chlorine gas in its pure form, there is a risk of chlorine gas being given off by the
inappropriate mixing of pool treatment chemicals (the acid sodium bisulphate with sodium hypochlorite)
in the plant room (physical barriers prevent this from happening by accident) or in the pool water
circulation equipment (probably as a result of a mechanical failure rather than human error).
If a chlorine gas emission is suspected (the gas has an irritating pungent smell and an emission is most
likely in the plant room) prompt action is vital as chlorine gas kills.
 Leave the plant room immediately, closing the doors if possible to prevent the gases escaping to
other occupied areas, and put on the gas mask positioned immediately outside the plant room.
 Activate a break glass call point to initiate a full evacuation of the building.
 Do not re-enter the plant room, even wearing the gas mask, and act to prevent access to that
area.
 Contact the Duty Manager straight away to inform him/her about the situation and ensure that
the fire and ambulance services are called.
 The alternative evacuation assembly point by the tennis centre should be used.
Any person who has been affected by the toxic gas must be taken to hospital as serious symptoms may
develop at a later stage. Appropriate first aid should be given.
Do not allow any person to re-enter the premises until authorised to do so by the fire service.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Other toxic gases
Toxic gases can also be created by the inappropriate mixing of cleaning chemicals. These gases will
generally be much less threatening than chlorine and the effects will be more localised (the most likely
casualty will be the person who mixed the chemicals, with injury often due to a fall as much as from the
inhalation itself).
 They Duty Manager should be informed about the incident straight away and action should be
taken to prevent others being affected by gas.
 Having assessed the situation, the DM may judge that a partial evacuation of the affected area is
necessary (see procedure above).
 First aid should be administered as required.
Bomb Threat or Suspect Package
Person taking a bomb threat call
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Let the caller finish without interruption.
Listen carefully and write the message down in as much detail as possible.
Try to find out as much relevant information as possible including:
o Device
 Location
 Appearance
 Time
 Type
o Caller
 Name
 Organisation
 Tone of voice, accent and gender
 Age
 Background noises that might identify the location of the caller/phone box etc.
Discovery of a suspect package
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Do not touch or approach the package.
Keep other people away from the package.
Following a bomb threat call or discovery of a suspect package
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Contact the Duty Manager and BC Security Officer immediately to request their urgent
assistance.
Do not give any indication that a bomb call has been received, or a suspect package has been
discovered, until the Duty Manager is there in person. This is to prevent a customer or member
of public overhearing and causing panic.
Carry out an evacuation as for a fire, remaining calm and taking care not to cause panic. Direct
people to leave the building by a route that avoids the suspect package/area. Use an alternative
Assembly Point if the original location is near to the reported/suspected bomb.
Dial 9 999 or 9 112 and ask for the police. Inform them that you have just received a bomb
threat or discovered a suspect package and that you are evacuating the building. Give them as
much information as possible.
If possible, avoid using mobile phones and instruct all staff to switch off radios.
No persons shall be allowed to re-enter the building until given the all clear by the Police.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Robbery, Violence and Assault (Personal Threat)
Personal threat could be in any of the following forms:
 Robbery
 Threat of violence
 Verbal or physical abuse
 Physical or verbal assault
In the event of a personal threat, the member of staff must:
 Keep calm and not argue
 Keep reactions and hand movements to a minimum
 Summon assistance if possible
 Comply with any demands and make it clear you will co-operate
 Keep a clear distance between yourself and the assailant
 Try to stand side on to the assailant
 Provide opportunities for the assailant to back down without losing face
 Recognise if the situation is worsening and attempt to slowly back away
 Try to remember as much as possible about the assailant.
The member of staff must not:
 Be hostile, aggressive or patronising
 Take abuse personally
 Lose their temper
 Take any personal risks.
The Police should be called straight away. The Duty Manager and BC Security Officer must also be
summoned immediately.
The member of staff who is the victim must be taken out of the public eye straight away. First Aid
treatment and other support may well be needed. The victim should not initially be left alone, but in due
course it may well be appropriate to relieve them from duty or send them home to recover.
In the event of a robbery the reception should be closed until the Police have attended and alternative
arrangements for customer payment should be made. A reconciliation of cash should be carried out to
ascertain the amount of money taken.
Disorderly Behaviour
Any behaviour which is likely to cause a nuisance or is dangerous to other customers should be stopped
immediately. The Duty Manager, and possibly the BC Security Officer, should be summoned straight away
to assist in the response to the situation. Lifeguards need to ensure that their supervision of swimmers is
not compromised.
Offenders must be spoken to in an assertive but polite manner indicating reasons why the behaviour is
inappropriate. Try to contain the situation and prevent any escalation. Arguments must be avoided.
Where fighting is concerned individual staff members must NOT become involved. DO NOT
compromise your own position or safety.
If the warnings have no effect, or if the behaviour becomes serious, call the Police.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Indecency
Issue 1
Should any member of staff become aware that any type of indecent behaviour has occurred within the
sports complex the matter should be treated seriously and dealt with as follows:
 Ask the complainant to accompany you into the office or meeting room in a calm reassuring
manner and contact the Duty Manager immediately.
 Before obtaining and further details of the incident, ask the complainant who they wish to speak
to i.e. a male or female member of staff.
 That member of staff should try to obtain a brief description of what has occurred and where
possible details or a description of the person(s) responsible.
 Ask the person if they wish the police to be informed and if so dial 9 999 or 9 112 immediately.
 The DM should contact the BC Security Officer and ask him to attend to assist the response to
the situation.
 If possible the DM should search the building to try to find the person responsible and then
observe the person concerned until the police arrive.
 Report the details to the police and allow them to take charge of the incident.
 Should the complainant not wish the police to be called, the DM should still consider finding the
person responsible and requiring them to leave the premises.
Lost persons
Anyone reporting themselves as ‘lost’ should be assisted as follows:
 Take the child/person to reception (if not already there).
 Try to get from them the name of the person/group they have been separated from or the facility
they have been using or the activity they are involved in.
 A member of staff should try to contact the individual or group/activity leader.
 Stay with and reassure the person until collected.
If someone reports that they have lost a child or other member of their group:
 Find out the name of the lost person, which facility they have been using and the activity they
have been involved in.
 Find out where the person was last seen.
 Inform the Duty Manager about the situation immediately.
 The DM should first consider directing the lifeguards to undertake a search of the pool by
clearing the pool and undertaking a systematic visual check.
 The DM should gather all available staff to undertake a systematic search of the building, probably
by allocating evacuation zones to different members of staff (the Evacuation Control Sheet and
zone cards could be used to help ensure the search is carried out thoroughly.
 If the person is not found within the building, staff should be directed to search other areas
around the building (particularly around the stream at the back of the building) and the BC
Security Officer should be called to assist the search.
 If a lost child is still not found, the DM should consider calling the police.
Overcrowding
The Pool Safety Operating Procedure specifies permissible bather loads, the procedure for bather head
counts and the actions to be taken if bather numbers are approaching the permissible limit.
Other areas of the building have capacities calculated as part of the Fire Risk Assessment. If these
capacities are close to being reached, the Duty Manager should be informed immediately. The DM should
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
assess the situation and direct staff to control access to the area. It may also be necessary to ask some
people already in the area to leave it to reduce the risk of injury following from overcrowding.
Emergency Lift Release
The controls to lower or raise the lift are in the lift access chamber (a locked room just inside the plant
room, on the standard master key).
To lower the lift:
 Isolate the power (a clearly marked large black switch above the pump mechanism)
 Release the red valve (as identified on the instructions above it)
To raise the lift:
 Isolate the power (a clearly marked large black switch above the pump mechanism)
 Pump the lever until the lift is at the upper level (as described in the instructions alongside the
lever)
Keys to open the lift doors are kept in the key cupboard in the rear reception office and the relevant key
holes are above the lift doors on each level. Instructions for opening the lift doors are on the key fob.
Care should be taken when opening a lift door as the lift may not be in front of the door, so there is a
risk of falling into the shaft. Under no circumstances should anybody step into the shaft at the top or
bottom.
When the lift is being moved manually no landing door which has been opened should be left unattended.
Before leaving the doors, a responsible person must check the doors have been correctly reclosed and
locked.
Bodie Squash Courts
Background
This building does not currently have a fire alarm system. There are notices in the building instructing
occupants to warn other occupants if there is a fire or other emergency, to evacuate the building
immediately, to assemble at the Evacuation Assembly Point and to notify the sports complex reception
about the situation straight away.
Responsibilities and actions for responding to notification of an emergency situation
The Duty Manager should respond in accordance with the principles of the sports complex procedures:
 Call the fire service if it is believed that there may be a fire. If the fire service is called, the College
Security Officer should also be called to help direct them to the squash courts.
 Pick up the emergency grab bag (which contains a mobile phone) and a radio.
 Go to the squash courts, taking one or two other members of staff if possible, and check that the
building is clear (without taking undue personal risks), using the zone cards for the building and
recording this on the evacuation control sheet.
 Direct the people who have evacuated the building as appropriate (a member of staff should be
assigned to take control at the Evacuation Assembly Point if possible).
 Liaise with the fire service or other appropriate authorities on their arrival.
 Do not permit re-entry to the building until the fire service or other appropriate authorities have
confirmed that it is safe to do so.
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Tennis Facilities
Background
The tennis facilities consist of 2 buildings, the 3 court indoor tennis centre and the side of ‘Pinewood’
closest to the tennis centre. These facilities are covered by a fire alarm system, the control panel for
which is just inside the Pinewood entrance. The panel identifies 4 possible sources of activation:
1.
Pinewood – ground floor
2.
Pinewood - upstairs
3.
Tennis Centre – manual call points
4.
Tennis Centre – beam detector
If the tennis fire alarm is activated, this also triggers an audible alarm and a flashing light in the sports
complex reception.
There will be times when there are one or more tennis coaches in the tennis facilities who can lead the
initial response to the alarm, but there are other times when there will not be coaches present. There
are notices in the tennis centre and Pinewood instructing occupants to warn other occupants if there is a
fire or other emergency, to evacuate the building immediately and to assemble at the Evacuation
Assembly Point.
Coaches will ‘sign in’ at the sports complex reception when they arrive on site. Coaches, assistants and
volunteers will also record their presence on site on a specific sheet in the tennis store.
The other side of Pinewood is used by College pupils and visiting teams for changing.
General approach for responding to an alarm
This should follow the same principles as for the sports complex:
 Unless it is immediately established that it is a false alarm (e.g. accidental activation of a call point),
the fire service should be called straight away. The most senior coach present should contact the
sports complex reception to do this, or instruct a member of staff to call or do it themselves.
The sports complex reception and the duty manager must be informed if the fire service has been
called. If there are no coaches present, the Duty Manager will need to ensure that the fire service
is called if necessary.
 If the fire service is called, the College Security Officer should also be called to help direct them
to the tennis centre.
 Once the alarm has been activated, the evacuation must be completed fully. The cause of the
alarm activation should not be investigated, unless staff are informed of the probable cause of a
false activation or immediately identify it themselves.
Specific responsibilities and actions following an alarm activation
Most Senior Tennis Coach Present
 Co-ordinate other coaches and assistants to carry out the evacuation from the tennis centre,
using zone cards T3 and T4 to check that the tennis centre is clear (without anyone taking an
undue personal risk). Staff should not be directed to search Pinewood (as the DM will take
responsibility for that and the control panel should be checked first before the building is
entered), the focus should simply be on getting people out of the tennis centre.
 Assign a coach or assistant to take control at the Evacuation Assembly Point (that person should
take with them the register of coaches/assistants/volunteers on site).
 Liaise with the Duty Manager once they arrive, inform them about the situation and the actions
already taken and assist them as directed.
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Sports & Leisure Division Emergency Action Plan (EAP)
Issue 1
Other Tennis Coaches and Assistants
 Assist the evacuation from the tennis centre as directed by the senior coach and then the Duty
Manager.
 Take your group participants to the Evacuation Assembly Point and check that all those on your
register are present and accounted for. Inform the member of staff in charge at the Evacuation
Assembly Point accordingly and assist that person in maintaining good order, reassuring
customers and providing information to customers.
Duty Manager
 Pick up the emergency grab bag (which contains a mobile phone) and a radio.
 Go to the tennis centre, taking one or two other members of staff if possible, and check the fire
alarm panel to establish where the alarm has been activated.
 Liaise with the tennis coach(es) if present to establish: whether the fire service has been called,
whether zones 3 and 4 have been cleared and checked, whether the alarm activation is likely to
have been a false alarm and whether a member of staff has been assigned to take control at the
Evacuation Assembly Point.
 Take control of the situation by assigning staff to call the fire service, clear and check zones and
take control at the Evacuation Assembly Point as necessary.
 Include the changing room side of Pinewood (zones PWd and PWu) in the clearance and
checking of zones.
 Other actions as described for the sports complex earlier in this procedure.
Management call out
Depending on the circumstances of an emergency, the Duty Manager should consider calling one or more
members of the BCEL or BC management teams to inform them about the situation, to seek their advice
or to request their immediate attendance to assist in dealing with the situation. Key people include:
Operations Manager
Commercial Manager
Assistant Bursar
Security Manager
Bursar
Headmaster
Alex Walker
David Palmer
Ian Barnes
Martin Edgington
Trefor Llewellyn
Peter Roberts
07766 823897 or 0118 971 2685 (home)
07920 862733 or 4573 (Lets office) or 4795 (home)
07801 297605 or 4540 (office) or 4726 (home)
07768 236515 or 4543 (office)
07802 791504 or 4530 (office) or 01491 680718 (home)
07795 232364 or 4510 (office) or 4517 (home)
Review of EAP
The Operations Manager is responsible for reviewing and updating the EAP each year, or more often if
necessary.
Internal Forms and Documents






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Incident Report Form
Accident Report Form
Evacuation Control Sheet
Record of Staff and Contractors on Site
Evacuation Zone Cards
Evacuation Notice for Sports Complex Users
Pool Safety Operating Procedure
February 2010
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Sports & Leisure Division Emergency Action Plan (EAP)
Floor Plans - Appendix
Issue 1
Showing alarm/evacuation zones, break glass call points, fire extinguishers, emergency exits and escape
routes.
February 2010
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