FIRE EMERGENCY
EVACUATION PLAN
Clubhouse • Port Road East • Barry • CF62 8PN
This procedure must be reviewed against the current Fire Risk Assessment and confirmed escape arrangements before formal adoption.
1. Purpose of This Plan
This plan sets out the procedure for safely evacuating Brynhill Golf Club clubhouse in the event of a fire or other emergency requiring evacuation.
It applies to all employees, members, visitors, contractors, catering personnel and guests attending private functions.
Evacuation strategy: Full and immediate evacuation of the clubhouse whenever the fire alarm is activated or evacuation is instructed.
Move to the designated safe assembly area, keeping building entrances, vehicle routes and emergency service access clear. The precise assembly position must be confirmed and communicated to staff.
2. If You Discover a Fire
- Raise the alarm immediately using the nearest fire alarm call point.
- Warn anyone in immediate danger, if safe to do so.
- Leave the building using the nearest available safe escape route.
- Call 999 and request the Fire and Rescue Service as soon as it is safe to do so.
- Proceed to the designated assembly point in the main car park.
- Do not re-enter the building until authorised by the emergency services.
3. When the Fire Alarm Sounds
ALL OCCUPANTS MUST:
- Stop activities immediately.
- Leave by the nearest safe available escape route.
- Follow instructions given by trained staff.
- Do not stop to collect personal belongings.
- Do not use lifts, where present.
- Close doors behind you if safe, without delaying escape.
- Proceed to the assembly point.
- Report anyone believed to be missing.
- Remain outside until the all-clear is given.
4. Areas Covered
The evacuation arrangements cover the entire clubhouse, including:
- Main lounge and function room
- Members' bar and sports lounge
- West Wing restaurant and kitchen
- Changing rooms, lockers and showers
- Toilets and corridors
- First-floor office and staircase
- Cellar, stores and ancillary rooms
5. Staff Evacuation Responsibilities
The designated person in charge of the clubhouse at the time of the incident should coordinate the evacuation, without delaying their own escape.
- Ensure the alarm has been raised.
- Ensure emergency services are called.
- Direct staff to carry out their assigned duties where safe.
- Coordinate information at the assembly point.
- Inform firefighters of known hazards, missing persons or areas not checked.
- Prevent unauthorised re-entry.
- Firmly instruct members and visitors to evacuate.
- Direct guests towards safe exits.
- Check nearby toilets and accessible areas only if safe.
- Assist anyone needing help in accordance with their training.
- Leave promptly and report to the assembly point.
- Alert kitchen and restaurant personnel.
- Instruct diners to leave immediately.
- Switch off cooking equipment only if immediately safe and without delaying evacuation.
- Leave using an available safe escape route.
- Report to the assembly point and advise the person in charge of any concerns.
- Evacuate immediately on hearing the alarm.
- Use a safe route appropriate to the current building arrangements.
- Do not assume the door at the bottom of the stairs is a designated emergency exit.
- Report to the assembly point.
6. First-Floor Office and Staircase
The door at the bottom of the staircase remains an ordinary access/egress door but is no longer designated as an emergency fire exit.
The 2023 Fire Risk Assessment identified this area as part of the first-floor escape arrangements. A competent fire risk assessor must confirm the currently acceptable means of escape from the upstairs office.
Until this has been confirmed, staff must not be instructed to rely on an unverified route or assume that the ordinary door is prohibited from use in an emergency.
7. People Requiring Assistance
Appropriate arrangements must be made for people who may require assistance during evacuation, including people with mobility, sensory or other relevant needs.
- Staff should be aware of agreed evacuation assistance procedures.
- Individual arrangements should be prepared for employees where necessary.
- Visitors requiring assistance should be supported in accordance with the approved procedure.
- Never use unsafe manual handling or attempt to carry someone without appropriate arrangements and training.
- Immediately inform the Fire and Rescue Service if anyone remains inside.
8. Private Functions and Events
For weddings, parties, wakes, presentations and other events, the duty manager or designated responsible member of staff must ensure that:
- Escape routes and exits remain unobstructed.
- Fire exit doors are operational and accessible.
- Staff know their evacuation responsibilities.
- Guests can hear or otherwise recognise the fire alarm.
- Evacuation arrangements account for guests unfamiliar with the clubhouse.
- The agreed safe occupancy limits are not exceeded.
9. Daily Fire Safety Checks
Before opening, the designated member of staff should confirm:
- Escape routes are clear.
- Designated emergency exits open correctly.
- Fire doors are not improperly wedged open.
- Fire alarm equipment has no obvious faults.
- Emergency lighting shows no obvious defects.
- External escape routes are free from obstruction.
- Any faults are reported and appropriate safety measures implemented.
10. Fire Safety Testing and Training
| Activity | Frequency / Requirement |
|---|---|
| Fire alarm test | Weekly |
| Fire alarm servicing | Six-monthly by a competent person |
| Emergency lighting functional test | Monthly |
| Emergency lighting annual test | Annually by a competent person |
| Fire doors and exits | Routine checks and formal inspection |
| Staff training | At induction and periodically thereafter |
| Evacuation drills | At intervals determined by the Fire Risk Assessment |
| Fire Risk Assessment review | Regularly, including after significant changes |
11. After Evacuation
- Proceed to the designated main car park assembly area.
- Staff should report to the person coordinating the evacuation.
- Provide details of anyone known or believed to be missing.
- Keep emergency vehicle access clear.
- Do not re-enter the clubhouse until authorised by the emergency services.
- Record the incident and any lessons identified.
Assembly Point: Main Clubhouse Car Park
12. Document Control
| Document | Clubhouse Fire Emergency Evacuation Plan |
| Version | Draft 0.2 |
| Prepared | November 2026 |
| Status | Pending competent-person review and management approval |
| Reference | Fire Risk Assessment – October 2023 |
This document provides draft operational guidance based on the club's 2023 Fire Risk Assessment and subsequent management information. It does not replace a current, suitable and sufficient Fire Risk Assessment or competent verification of the building's escape routes.