Health and Safety Policy for Borough of Ealing Art Trail (BEAT)

Adopted: 1 February 2026

Review Date: Annually, or following any incident

  1. Statement of Intent

Ealing Art Trail ("The Company") is committed to ensuring, so far as is reasonably practicable, the health, safety, and welfare of volunteers and the public during activities directly under the Company's control.

This policy outlines our approach to managing health and safety risks in a proportionate way, given the decentralised nature of the event (artists self-arrange venues, including private homes/studios, with public access over two weekends).

Scope of Responsibility:

  • The Company: Responsible for the central coordination, marketing, and any specific events directly organised by the Committee (e.g., launch parties or event marketing stalls).

  • The Venue Host/Artist: Primary legal responsibility for the safety of the premises and for visitors within those premises rests with the Venue Occupier (the participating Artist or Venue Manager). The Company does not own, manage, or inspect third-party venues.

2. Responsibilities

Board of Directors: Overall responsibility for the formulation and review of this policy.

BEAT Steering Committee: Delegated responsibility to oversee guidance, review incidents, and coordinate risk assessments for Company-led events.

Participating Artists & Hosts: Solely responsible for ensuring their venue is safe for visitors (e.g., clear access, no obvious hazards), conducting their own risk assessment, and managing any demonstrations safely.

All Participants: Must take reasonable care for their own safety and that of others.

3. Risk Assessment and Planning

The committee will:

Maintain a general event risk assessment document, reviewed annually, and provide a risk assessment template for artists use on the BEAT website.

Require artists to accept BEATs Terms and Conditions (including Health & Safety Policy) upon applications.

Stipulate in the Terms & Conditions that artists must not undertake high-risk activities (e.g., live demonstrations involving heat, power tools or hazardous materials) unless the artist has put suitable controls in place and cleared this with the venue host

4. Procedures for Incidents and Concerns

Immediate danger: Call 999.

Incidents/near misses: Report to the venue host immediately, then to the BEAT Steering Committee via info@ealingbeat.org.uk as soon as reasonably practical.

Action: The Committee will record details and, if necessary, amend advice/guidance for future events or advise venues on reporting serious incidents to the HSE (RIDDOR).

First aid: Hosts are encouraged to have a basic first aid kit available.

5. Venue Suitability

Venues range from public buildings to artists' private studios.

  • Established Public Spaces: For venues such as libraries, community centres, and church halls which already operate under Health and Safety regulations, no additional requirements are imposed by BEAT.

  • Private Homes / Studios: The host artist must comply with BEAT guidance and have a completed risk assessment available on request.

  • Other / Unusual Spaces:

    • The Committee reserves the right to reject a venue application if the description or images provided suggest the venue is fundamentally unsuitable for public access (e.g., derelict sites, active industrial zones, or spaces with evident unmanaged hazards).

    • Disclaimer: The acceptance of a venue into the BEAT brochure does not constitute a safety inspection or endorsement by the Company. The Company does not physically inspect venues for health and safety compliance; safety remains the sole liability of the Occupier.

6 Guidance for Artists and Venue Hosts

This guidance covers foreseeable issues but is not exhaustive. Each venue owner must undertake their own individual risk assessment.

  • Preparation: Ensure adequate lighting; remove trip hazards (rugs, cables); secure slip hazards (mossy paths); plan fire escape routes.

  • Kitchens: If the exhibition space includes/adjoins a kitchen, avoid hot surfaces or boiling liquids during opening hours.

  • Accessibility: Consider access for visitors with limited mobility.

  • Demonstrations:

    • Most art demonstrations involve low risk.

    • If involving heat, power tools, or chemicals, the artist must: ensure they are competent; use barriers to keep the public at a safe distance; have a second person present to supervise the public; have appropriate fire extinguishers/first aid kits at hand; ensure their Public Liability Insurance is valid for the demonstration planned; and agree the demonstration with Venue Management

7 Risk Assessment Templates

This link takes you through the steps of a full risk assessment - HSE GUIDANCE

This link provided a sample risk assessment form to complete - HSE RISK ASSESSMENT FORM

8 Insurance

The Company: Maintains Public Liability Insurance for the organisation of the event.

Venue Hosts/Artists: Are required to maintain their own Public Liability Insurance to cover liability for accidents within their premises.

9 Communication and Review

This policy will be shared with committee members, participating artists and venues via the BEAT website.

The policy will be reviewed annually by the Board, or following any significant incident.

10 Key Contacts

BEAT Safety Queries: info@ealingbeat.org.uk (Subject: Health and Safety)

Emergency Services: 999

Non-emergency: HSE Infoline (0300 003 1747) or local authority.