The Willows is committed to ensuring the safety of all young people, staff, volunteers, and visitors in the event of a fire. This policy sets out our arrangements for fire prevention, detection, evacuation, and the responsibilities of everyone on site.

This policy applies to all areas of the site at Oakridge, Buddenfield Lane, Shedfield, Hampshire, SO32 2HP — including the yard, stables, outbuildings, any indoor spaces used during sessions, and the surrounding grounds. It applies during all sessions and at any other time when young people, staff, volunteers, or visitors are present.

This policy should be read alongside the Health & Safety Policy, Risk Assessment Policy, and Accident Reporting Policy.

Nicola Bevan, as Lead Practitioner and the person responsible for health and safety at The Willows, is the designated responsible person for fire safety. Her responsibilities include:

• Ensuring a current fire risk assessment is in place and reviewed regularly.
• Ensuring fire safety equipment is maintained and in working order.
• Ensuring all staff, volunteers, and additional adults are briefed on the evacuation procedure before their first session.
• Leading the evacuation in the event of a fire alarm or suspected fire.
• Recording and reporting any fire-related incidents in line with the Accident Reporting Policy.

A fire risk assessment for the site is carried out by Nicola Bevan and reviewed annually, or sooner following any significant change to the site, its use, or following a fire-related incident. The assessment identifies:

• Sources of ignition, fuel, and oxygen that could contribute to a fire.
• People at risk, including young people with SEMH needs who may respond unpredictably in an emergency.
• Measures in place to reduce the risk of fire starting and spreading.
• Evacuation routes and assembly points.
• Fire detection and warning arrangements.

The fire risk assessment is available on site and can be provided to schools, local authorities, or other referring organisations on request.

The following fire prevention measures are in place at The Willows at all times:

• Combustible materials (hay, straw, bedding) are stored away from sources of ignition and in designated areas only.
• Electrical equipment is checked regularly and any faults reported and repaired promptly.
• No open flames, candles, or naked lights are permitted in or near the stables or any area where hay or straw is stored.
• Smoking and vaping are strictly prohibited anywhere on site.
• Rubbish and waste materials are removed from the site regularly and not allowed to accumulate.
• Fire exits and evacuation routes are kept clear and unobstructed at all times.
• Any concerns about fire risks are reported to Nicola Bevan immediately.

The site is equipped with smoke and/or heat detection appropriate to the areas in use. Detection equipment is tested regularly and any faults are reported and rectified without delay.

In the event of a fire being discovered, the alarm will be raised immediately by shouting clearly and loudly to alert everyone on site. All persons on site must treat any fire alarm or warning as real and evacuate immediately — no exceptions.

Appropriate fire extinguishers are kept on site in accessible, clearly marked locations. The type and placement of extinguishers reflects the fire risks present, including the presence of hay, straw, and electrical equipment.

• Fire extinguishers are inspected annually by a competent person and after any use.
• Staff and volunteers must not attempt to fight a fire unless it is very small, they have been trained in the use of the relevant extinguisher, and they can do so without putting themselves or others at risk.
• In all other cases, the priority is to evacuate — not to fight the fire.

In the event of a fire or fire alarm, the following procedure must be followed immediately:

• Stop all activities immediately. Do not stop to collect personal belongings.
• Alert everyone on site by shouting clearly if no alarm is in place.
• Escort the young person calmly and directly to the assembly point (see Section 8). Use a calm, clear voice. Do not run.
• Close doors behind you as you leave — do not lock them. Closed doors slow the spread of fire.
• Do not use any enclosed or confined routes if there is smoke or fire present. Use an alternative exit.
• Do not re-enter the building or any structure for any reason until the all-clear has been given by Nicola Bevan or the fire service.
• Call 999 immediately once you are safely away from the building. Give the address: Oakridge, Buddenfield Lane, Shedfield, Hampshire, SO32 2HP.
• Account for everyone at the assembly point. Nicola will confirm that all persons are present and accounted for.

Animals: The safety of people takes absolute priority over the safety of animals. Horses and other animals must not be released or moved during an evacuation unless it is safe to do so and all people have been accounted for. Any decision to move animals will be made by Nicola Bevan only.

The designated assembly point for The Willows is the far end of the main driveway / entrance gate area, away from all buildings and structures. This location is communicated to all staff, volunteers, and additional adults before their first session.

Young people will be informed of the assembly point at the start of their placement as part of the site induction. This will be done in a calm, matter-of-fact way appropriate to the young person's age and understanding.

The Willows works with young people who may have social, emotional, and mental health needs that could affect their response in an emergency. The following additional considerations apply:

• Nicola Bevan will be aware of any young person who may find an emergency situation particularly distressing or who may respond in an unexpected way, and will plan accordingly.
• Where a young person has a known condition that may affect their ability to evacuate safely (for example, a physical disability or a condition that causes them to freeze or flee), this will be noted in their individual risk assessment and a personal emergency evacuation plan (PEEP) will be agreed with the parent, carer, and referring school before sessions begin.
• Staff and volunteers will use calm, clear, and reassuring language during any evacuation. Raised voices and rushing must be avoided where possible.

Any fire, fire alarm activation, or fire-related near-miss must be recorded in the accident log in line with the Accident Reporting Policy. The record must include the date, time, location, what happened, the action taken, and the outcome.

Fires that result in injury or significant damage may be reportable to the Health and Safety Executive under RIDDOR. Nicola Bevan will assess any such incident and make the appropriate report where required.

Any fire on site must also be reported to the relevant insurance provider as soon as practicable.

This policy will be reviewed annually, or sooner following any fire-related incident, a significant change to the site, or a change in relevant legislation or guidance. The policy owner is Nicola Bevan.