Part 1: Statement of Intent
Discobility is committed to ensuring the health, safety, and welfare of all participants, volunteers, staff, and visitors at our events. We aim to provide a safe and enjoyable environment for adults with Special Educational Needs and Disabilities (SEND) through our discos and community activities. We will manage health and safety proactively, comply with all relevant legislation, and continually improve our practices.
This policy will be reviewed annually and signed by the Chair of Trustees.
Part 2: Responsibilities for Health and Safety
- Overall and final responsibility for health and safety: Chair of Trustees
- Day-to-day responsibility for ensuring this policy is put into practice: Operations Lead
To ensure health and safety standards are maintained and improved, the following responsibilities are allocated:
- Policy review and updates: Safeguarding & Compliance Officer
- Risk assessments: Event Coordinator
- Training: Volunteer Manager
- Equipment maintenance: Venue Liaison Officer
- Emergency procedures (fire, evacuation, first aid): Event Safety Officer
- Consultation with volunteers and staff: Trustee Board Representative
- Work-related wellbeing: Volunteer Manager
Everyone involved with Discobility must:
- Co-operate with supervisors and managers on health and safety matters.
- Take reasonable care of their own health and safety.
- Report all health and safety concerns to the designated responsible person.
Part 3: Arrangements for Health and Safety
- Health and safety law poster: Displayed at event entrance.
- First-aid box: Located at the DJ booth and reception desk.
- Accident book: Located at reception desk.
Risk Assessment
- Risks are assessed before each event, updated regularly, and recorded in a master risk register reviewed by trustees.
Training
- All staff and volunteers receive induction training covering safeguarding, emergency procedures, and safe use of equipment.
- Refresher training is provided annually.
Equipment
- Venue equipment (lighting, sound systems, electrical appliances) is checked before each event.
- Portable appliances are tested annually.
Consultation
- Volunteers and staff are consulted regularly through meetings and feedback forms.
Evacuation
- Evacuation plans are in place for each venue and tested annually.
- Fire exits are clearly marked and unobstructed.
Accessibility and Inclusion
- Venues are assessed for accessibility, including ramps, toilets, and safe spaces.
- Adjustments are made to meet the needs of SEND participants.
International Activities
- Not applicable at present. If future international activities are planned, Charity Commission and FCO guidance will be followed.
Annual Review
- An annual health and safety review is conducted, with findings reported to the Board.
Part 4: Recording and Reporting
- All incidents are recorded in the accident book and reported to the Board.
- Serious incidents are reported to the Health and Safety Executive (HSE) under RIDDOR and to the Charity Commission if required.
Version Control
| Version No | Approved By | Approval Date | Main Changes | Review Period |
| 1.0 | Board | Dec 25 | Initial draft approved | Annually |
Attachments
- Risk Assessment Matrix
- Risk Assessment Template
- Useful Links:
- HSE: Charities
- HSE: Getting Started Toolkit
- HSE: Made Simple
- HSE: Policy Guidance
- HSE: Toolbox
Disclaimer & Legal
This document is provided as a draft policy for Discobility and must be tailored to meet specific organisational needs. Professional advice should be sought to ensure compliance with all relevant legal and regulatory requirements.
Approved by: Chair of Trustees
Date: December 2025