Argent Health & Safety

Technical Guidance
Version 2 – © Argent Health and Safety Ltd 2016

Innovation in Health & Safety

www.argenthands.co.uk
Copyright
The information contained herein is the property of Argent Health and Safety Limited and is
supplied without liability for errors or omissions and no part may be reproduced, used or disclosed
except as authorised by contract or other written permission. The copyright and the foregoing
restriction on reproduction, use and disclosure extend to all the media in which this information
may be embodied.

Argent Health and Safety Limited

Great North Business Centre
North Place
82 Great North Road
Hatfield AL9 5BL
Tel: +44 1707 244 735
www.argentonline.co.uk

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 Contents
Introduction 1
Section 1 – Certification and Supplementary Documentation 2
Section 2 - Risk Assessment and Escalation Procedures 3
2.1 Likelihood and Severity 3
2.2 Risk Matrix 4
2.3 Risk Response 4
2.4 Argent Escalation Procedures and Guidance 5
Section 3-Fire Safety 7
3.1 Buildings 7
3.2 Open Buildings 7
3.3 Enclosed Buildings 7
3.4 Small Buildings 7
3.5 Buildings in Multiple Occupation 7
3.6 Floors Below Ground/Basements 8
3.7 Additional Buildings 9
3.8 Recording Building Details 9
3.9 Structural Fire Safety 9
3.10 Stairways 9
3.11 Exits and Travel distance 9
3.12 Protected Stairways 10
3.13 Accommodation Stairways 11
3.14 Protected Routes 11
3.15 Escape from Rooms 11
3.16 Maintenance of Escape Routes 12
3.17 Doors 12
3.18 Smoke Stopping Doors 13
3.19 Smoke Spread 13
3.20 Risk Rooms 13
3.21 Openings Between Walls and Floors 14
3.22 Fire Loading 14
3.23 Atria 15
3.24 Fire Warning System 16
3.25 Manual Fire Warning System and Domestic Type Smoke Alarms 16
3.26 Manual Call Points 17
3.27 Sounders 18
3.28 Control/Indicator Panel 18
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 3.29 Automatic Fire Detection 19
3.30 Sprinklers 19
3.31 Door Hold-Open Devices 19
3.32 Staged Alarms 20
3.33 Testing 21
3.34 Evacuation Drills 21
3.35 Signs and Notices 21
3.36 Emergency lighting 22
3.37 Fire Fighting Equipment 23
3.38 Fire Prevention 23
3.39 Storage 23
3.40 Electrical Safety 24
3.41 Shops 24
3.42 Heating and Air Conditioning 24
3.43 Bedrooms/Apartments 25
3.44 Kitchens 25
3.45 Impaired Mobility Customers 26
3.46 Discotheque/Entertainment Area 26
3.47 Staff Training and Emergency Procedures 28
Annex A - Fire Fighting Equipment 30
Water Extinguishers (red) 30
Foam Extinguishers (cream) 30
Powder Extinguishers (blue) 30
Carbon Dioxide Extinguishers (black) 31
Wet Chemical Extinguisher 31
Selection, Installation and Maintenance of Portable Fire Extinguishers 31
Fire Blankets 31
Section 4 - General Safety 32
4.1 Balconies and Balustrades 32
4.2 Low Windows 35
4.3 Lifts 35
4.4 Beds 36
4.5 Bedrooms and Bathrooms 38
4.6 Glass Doors and Panels 39
4.7 Emergency Response and Incident Management 39
4.8 Medical and First Aid Facilities 39
4.9 Leisure Facilities 40

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 4.10 Saunas & Steam Rooms 43
4.11 Viral and Bacterial Infections 44
Section 5 - Child Safety 48
5.1 Cots 48
5.2 High Chairs 48
5.3 Children’s Clubrooms – Procedures for Operation 48
Section 6 – Fuel Safety 55
6.1 Fuel Appliances 55
6.2 Carbon Monoxide 55
6.3 Carbon Monoxide Detection 56
6.4 Location of Appliances 56
6.5 Central Gas Boilers 57
6.6 Individual Gas Water Heaters/Boilers 57
6.7 Room-Sealed (or Balanced Flue) Appliances 58
6.8 Open-Flued Appliances 58
6.9 Flue Less Gas Appliances 59
6.10 Gas Cookers 59
6.11 Gas Storage 60
6.12 Ventilation 60
6.13 Regular Maintenance and Servicing 61
6.14 Documentation 61
6.15 Emergency Procedures 61
6.16 Faulty Appliances 61
6.17 Gas Escapes 62
6.18 Liquefied Petroleum Gas (LPG) 62
6.19 Storage 62
6.20 In use LPG 62
6.21 LPG use in Kitchens 62
6.22 LPG Hoses and Connections 63
6.23 Open Fires and Hearths 63
6.24 Electrical Safety 63
6.25 Heating and Air Conditioning 64
6.26 Laundry Appliances 65
6.27 Training 65
Section 7 - Swimming Pool Safety 66
7.1 Swimming Pool Types 66
7.2 General Safety – Hazards and Risks 66

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 7.3 Supervision and Rescue 69
7.4 Lifeguard Training and Qualifications 72
7.5 Deployment of Lifeguards 74
7.6 Lifeguard Numbers 74
7.7 Poolside Supervision Not Provided 76
7.8 Emergency Arrangements 77
7.9 Pool Surround 77
7.10 Spa/Jacuzzi Pools 79
7.11 Children’s Pools 79
7.12 Swim-Up Rooms 80
7.13 Waterslides and Flumes 81
7.14 Wave Machines 82
7.15 Inner-Tube Rides 82
7.16 Slow and Fast Rivers 83
7.17 Falling Rapids 83
7.18 Pool Hoists for Those with Disabilities 83
7.19 Water Quality 83
7.20 Filtration 84
7.21 Chemical Treatment 84
7.22 Salt pools 86
7.23 Cryptosporidium 87
7.24 Faecal and / or vomit accidents 89
Annex A - Pool Safety – Risk Assessment 91
Step 1 - Identify Hazards 91
Step 2 - Decide Who Might Be Harmed, and How 91
Step 3 - Assess Risks and Take Appropriate Action 91
Step 4 - Record the Findings 91
Step 5 - Review the Assessment 92
Managing Health and Safety 92
Step 1 - Set Policy 92
Step 2 - Organise staff 92
Step 3 - Plan and Set Standards 92
Step 4 - Measure Performance 93
Step 5 - Audit and Review 93
Safety Policy Statement 93
Pool Safety Operating Procedures (PSOP) 93
Normal Operating Plan (NOP) 94
Emergency Action Plan (EAP) 94
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Annex B – Lifeguarding Provision 96
Section 8 – Food Safety 97
8.1 Introduction 97
8.2 Management 97
8.3 Licensing and Certification 98
8.4 The HACCP Food Safety Management system 98
8.5 How does HACCP work? 99
8.6 Staff and Training 100
8.7 Critical control measures at CCPs 100
8.8 Audits 101
8.9 Purchasing of Food 101
8.10 Food Delivery 101
8.11 Cold Storage 103
8.12 Fridge or Freezer Breakdown Procedure 104
8.13 Food Temperatures 104
8.14 Water and Ice 105
8.15 Pest Control 106
8.16 Cleaning and Disinfection 107
8.17 Storage 108
8.18 Refuse and Waste Management 109
8.19 Equipment, Furnishings and Fittings 110
8.20 Staff Management Procedures 110
8.21 Food Preparation 111
8.22 Advance Preparation of Food 112
8.23 Cooking 113
8.24 Food Preparation & Cooking 113
8.25 Defrosting 114
8.26 Cooking and Reheating 114
8.27 Cooling 115
8.28 Food Holding and Display 116
8.29 Hot and Cold Holding, Display and Service 116
8.30 Allergens 117
8.31 Thermometers and Antiseptic Wipes 117
8.32 Thermometers 118
8.33 Food Premises 118
8.34 Staff Personal Hygiene and Facilities 119
8.35 Health Screening 120

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 8.36 First Aid 120
8.37 Food Labelling 120
8.38 Facilities - Lighting 121
8.39 Ventilation 121
8.40 Drainage 121
8.41 Wash Hand Basins 122
Section 9 - Legionella & Water Management 123
9.1 Introduction 123
9.2 Background 123
9.3 Effective Water Treatment Systems 124
9.4 Guidelines for Hoteliers 125
9.5 Legionella Control Checklist 125
9.6 Testing 128
Section 10 - Transport Management 130
10.1 Driver Selection and Training 130
10.2 Drivers 131
10.3 Emergency Procedures 131
10.4 Vehicle Quality 131
10.5 Luggage 132
10.6 Third Party/Sub-Contracting Arrangements 132
10.7 Golf Buggy Safety 132
Section 11 - Beach Safety 135
11.1 Signage 135
11.2 Flag Warning System 135
11.3 Jetties and Floating Platforms 135
11.4 Rescue Equipment 135
11.5 Beach Furniture 136
11.6 Documentation 136
11.7 Water Sports 136
11.8 Customer Competency 137
Section 12 - Villa Safety 138
12.1 Management Responsibility 138
12.2 Staircases, Terraces, Balconies 138
12.3 Slip, Trip and Fall Hazards 138
12.4 Furniture, Fixtures and Furnishings 139
12.5 Bedrooms and Bathrooms 139
12.6 Kitchen and Dining Rooms 139

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 12.7 Electrical Appliances 140
12.8 Villa Grounds 140
12.9 Storage of Maintenance Equipment 140
12.10 Fire Detection 140
12.11 Emergency Lighting 140
12.12 Signs and Notices 140
12.13 Means of Escape 141
12.14 Fire General 141
12.15 Pool Safety 141
12.16 Fuel and Energy 141
12.17 Bedrooms/Apartments 142
12.18 Wall Beds 143
12.19 Bathrooms 143
Section 13 - Prevention of Spread of Infection (POSI) 144
Annex A - Prevention of Spread of Infection (POSI) Procedures 145
Management of Illness 145
Housekeeping 145
Food Service 146
Children’s Clubs 146
Reception Staff 147
Staff Sickness 147
Sickness Recording 147
Annex B - Norovirus 148
Background & Symptoms 148
Transmission Route 148
Susceptible Groups 148
Guest/Staff Sickness 148
How is the Diagnosis Made? 149
What is an outbreak? 149
Outbreak patterns 149
Management 149
Customers 150
Metric to Imperial Measurement Conversion Chart 151
References 152

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Introduction
Every traveller expects that all accommodation and associated services, regardless of the
destination should be safe and healthy. The health, safety and welfare of all travellers is a priority
for all Argent Health and Safety Ltd clients and we are committed to improving standards across all
destinations in conjunction with tour operators, accommodation providers and destination
services suppliers. Argent Health and Safety Ltd are also committed to providing advice and
guidance on all aspects of travel safety and public health, as well as supporting tour operators’
environmental and sustainability objectives.

The Argent Health and Safety Ltd Technical Guidance complements our commitment to traveller
safety and supports our clients and their suppliers in improving prevailing health, safety, welfare
and hygiene standards. Compliance with local laws and regulations is a pre-requisite for every
tourism accommodation provider, however, it is recognised that despite their legislative
compliance, standards in some destinations do not meet the requirements of travel industry good
practice Therefore the aims of this Technical Guidance is to improve standards for all travellers
and provide tourism accommodation providers, such as hoteliers, apartment and villa owners,
with realistic safety information. Users of the Technical Guidance will be able to identify the key
safety issues inherent in their property, and subsequently implement remedial measures to
mitigate prevailing risks and thus help ensure customer and staff safety.

In some instances, the listing of buildings and local preservation requirements can be instrumental
in reducing the level of safety provided to an unacceptable standard. In such cases it may be
possible to introduce interim or temporary measures that will improve the standard to a
reasonable level for use.

Argent Health and Safety Ltd provide these guidelines on the basis that they should form
accommodation provider’s own safety and risk management programme, in conjunction with their
programme for compliance with local, regional and national safety legislation. The Technical
Guidance is provided in good faith but without any legal liability.

Tourism accommodation providers that require support in delivering their health and safety
management programme should ensure that a reputable consultancy service is used. Local and
international suppliers can provide consultancy services, but references should be sought prior to
enlisting their services.

Accommodation that meets the technical standards will be considered acceptable for use.
Accommodation that does not comply should be risk assessed by a competent person to see
whether the property is of, or could be brought up to, an acceptable standard.

Measurements and dimensions used within this Technical Guidance are on the metric scale,
however, a conversion chart has been included at the rear of the document.

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Section 1 – Certification and Supplementary Documentation
When Argent Health and Safety Ltd audit accommodation providers, we require confirmation of
the exact details of the property and will include:

 The name and position of the person responsible for health and safety. Where there is not
a nominated individual this responsibility is generally assumed by the owner or senior
manager,
 The full property address and contact details including telephone number, fax number and
email,
 Documentation as proof to indicate that a property is operating legally The licensing
procedures vary from one country to another, however, generally, there will be some
provision within the local licensing system for hotels, hostels and other providers of
accommodation to meet certain local standards with regard to the safety of customers.
The reason for requiring the documentation is to confirm that the property is operating
legally, not to ascertain the standards for safety, as these will be gauged by the audit
procedure,
 Documentation will also be required to evidence compliance with fire safety, pool safety,
food safety management, pest control and Legionella management.

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Section 2 - Risk Assessment and Escalation Procedures
Argent Health and Safety Ltd. risk assess all observations that are made during each audit,
inspection and investigation. This section outlines the process and the factors considered during
on-site audits of accommodation providers.

Risk assessment is the cornerstone of a health and safety management system and helps ensure
customer safety and the protection of reputational and operational risk. In order to demonstrate
that accommodation providers are fulfilling their duty of care to customers and staff, a
documented due diligence system relating to Health, Safety and Hygiene should be created that
incorporates a risk assessment process. Risk Assessments are a valuable tool for identifying where
hazards prevail and determining whether the supplier is managing safety effectively. To conduct
an effective risk assessment, the following five steps of risk assessment are applied:

Step 1 – Identify the hazards (i.e. the activities that may cause harm)
Step 2 – Identify who might be harmed and how (considering what groups of people are
most likely to be affected, staff, guests, contractors onsite etc.)
Step 3 – Evaluate the risk – assess the likelihood and severity of injury, the numbers who
could be affected, the existing control measures and any additional controls that need to
be implemented to further reduce risk.
Step 4 – Document our findings and update the document as we take action.
Step 5 – Review the risk assessment. Reviews are undertaken on a regular basis but are
further recommended if an accident occurs, safety laws change, if we introduce new
activities, make changes to equipment or, if none of these occur, at least once a year.

The recommended risk assessment process is based on a 5 x 5 format that takes into consideration
the likelihood of an incident occurring and the severity of the possible injury that a customer or
staff member could incur. Furthermore, consideration is also given to the demographic of the
likely victim and their increased vulnerability e.g. adult, child, mobility impairment etc. Based on
the evaluation of the likelihood of occurrence and the severity of the outcome in Table 1, the
respective scores are multiplied using Table 2 to determine the level of risk presented. The
resultant sum then derives the recommended response and action as outlined in Table 3.

The risk assessment form at the end of this section should be completed in conjunction with the
guidance in Tables 1 -3.

2.1 Likelihood and Severity

Likelihood of Occurrence (L) Hazard Severity (S)

5 = Very High 5 = Major Impact: Death, Major Injury, Multiple Fatality
4 = Significant Impact: Major Injury, multiple casualties, long term
4 = High
disability
3 = Moderate Impact: Serious injury, fractures, short term
3 = Moderate
disability, injuries requiring medical attention
2 = Low 2 = Low Impact: Minor Injury requiring basic first aid
1 = Very Low 1 = Minimal Impact: Minor Accident, no first aid required
Table 1 – Likelihood of Occurrence and Hazard Severity

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2.2 Risk Matrix

Likelihood
Total Risk
Rating
1 2 3 4 5

1 1 2 3 4 5

2 2 4 6 8 10
Severity

3 3 6 9 12 15

4 4 8 12 16 20

5 5 10 15 20 25
Table 2 - Hazard likelihood (L) X Severity (S) = Total Risk Rating (T)

2.3 Risk Response

Total Risk
Risk Level Actions Required Grade
Rating (T)
Unacceptable Risk – Structural and/or procedural risks that would cause
death, major injuries, multiple fatalities and/or long term disabilities.
High risks that customers and staff MUST be prevented from being 0 -1
25 High Risk
exposed to and which must be corrected within a specified timeframe. (Escalation)
Systemic failures and aggregated defects could prelude prohibition of
use.
Significant Risk – Structural and/or procedural risks that could directly or
indirectly contribute to death, serious illness or major injury, causing 2
Significant
15-20 long term or permanent disability. (consider
Risk
Risks must be managed within a specified, recommended timeframe. escalation)
Escalation and prohibition of use to be considered.
Moderate Risk – Risks that could directly or indirectly contribute to
minor injuries (including limb fractures) or illness; may cause short term
Moderate disability but unlikely to cause long term disability.
5 – 12 3
Risk Tolerable and manageable structural and/or procedural risks that require
remedial action within a specified recommended timeframe to reduce
risks as soon as reasonably practicable.
Minimal or Low Risk – Risks unlikely to directly or indirectly contribute to
Minimal injuries or illness but nevertheless fail to comply with industry standards
1–4 to Low for documentation, procedures or training. Minor risks that are 4-5
Risk adequately managed however, improvements can be made to further
reduce or minimise residual risks.
Table 3 - Risk Grading and actions required

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2.4 Argent Escalation Procedures and Guidance

During any safety audit, inspection or investigation carried out for Argent Health and Safety Ltd by
a qualified auditor (health and safety advisor, technical advisor or consultant), if any significant
issues are identified regarding a lack of adequate health & safety management, processes,
controls or failings in design or equipment, which would have the potential to cause harm, injury
(physical or mental), or which could potentially lead to a fatality, then an ‘escalation’ will be
considered.

Advisors and consultants are always fully aware during the completion of audits, inspections and
investigations of any safety matters which do not meet the recognised acceptable standards as
defined and included in this Technical Guidance. In addition, they are also aware of any specific
client standards/requirements, and where it has been confirmed that any local safety regulations
are not being met.

During audits and inspections advisors and consultants will competently risk assess all identified
safety and public health issues and determine the overall levels of risk. This assessment will then
be used to determine the audit and Checkpoint safety grade (Table 3 above refers).

Following this risk assessment, any significant safety defects will invariably be graded 2 within the
Checkpoint audit report. Should a grade 2 issue have the potential to cause serious injury, harm or
possible fatality, the advisor will complete an Escalation Form, providing accurate descriptive
details of all the specific issue(s) identified. Where necessary, they will also provide photos to
illustrate and aid in this description. The Escalation is subsequently sent to the Argent Health and
Safety Technical team for evaluation which includes:

 Verification of the information provided.

 Assessment of the identified safety risk.
 Review of digital images.
 Recommended temporary improvements or interim control measures to mitigate the
prevailing risk, including withdrawal or restriction of specific areas of the property.
 Recommended permanent solutions to remove the prevalent risks.

Once the escalation has been reviewed there are 2 possible courses of action:

 To recommend continued use of the unit without any further restrictive control measures.
In this case the recommendation will be included in the standard defect letter.
 To recommend a ‘restriction’ or ‘withdrawal’ as necessary, including the advised safety
control measures to the client(s).

If it is determined that there is a need to recommend a restriction/withdrawal and specific safety

control measures to the client(s) the Argent Health and Safety Technical Team will change the
safety grade of the audit/inspection within Checkpoint from a Grade 2 to either a Grade 1 or to a
Grade 0 (depending on the level of risk and action required), and the details of the issue(s)
identified and recommended control measures will be entered into Checkpoint.

If a ‘restriction’ is recommended (Grade 1), an escalation email will be sent from the Argent Health
and Safety Technical Team to all the clients with an interest in the property who require a direct
escalation communication.

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Where requested the Argent Health and Safety Technical team will provide advice and
recommendations to clients for any written/verbal customer communications and press releases.

If a ‘withdrawal’ recommendation is required (Grade 0), the Argent Health and Safety Technical
Team will contact the client(s) affected directly by telephone first. This will then be followed up in
writing to the client(s).

Once a restriction or withdrawal recommendation has been issued against a supplier, then this
information will be made available to all advisors/consultants completing restriction/audit defect
follow ups and new inspections.

Whenever a visit is scheduled to a unit with an existing restriction/withdrawal, the advisor will
verify if the restriction/withdrawal should remain in place, or if any improvements have taken
place and if so provide the Argent Health and Safety Technical team with details of the changes so
that the restriction/withdrawal can be reviewed.

The Argent Health and Safety Technical team will also review any evidence supplied from resort or
directly from the suppliers that suitable improvements have been carried out to allow a re-grading
of the property. This may include documentary evidence and photographs of improvements and
confirmation from resort staff of completion of works. Again clients will be notified of this once
reviewed and if restrictions/withdrawals can be removed pending a follow up visit or new
audit/inspection.

Where improvements have been made Argent Health and Safety will check whether all essential
elements of the restriction/withdrawal have been resolved or just some of them. If so then the
information should be updated, but the restriction/withdrawal may still need to remain in place,
or be amended accordingly.

If there is an existing restriction/withdrawal on a unit and nothing has been changed or improved,
then the safety grade will remain as it is.

Where the advisor/consultant has established that sufficient improvements or control measures
have been completed to allow the restriction/withdrawal recommendation to be relaxed/removed
then they will inform the Technical team. The Argent Health and Safety Technical team will then
review the findings and the client(s) will be notified as soon as possible and at least within 24
hours after confirmation of the completed work.

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Section 3-Fire Safety

3.1 Buildings

To avoid confusion when describing buildings, the main elements that contribute towards the fire
safety levels should be recorded. The key requirements relating to building assessments are the
combustibility, integrity and stability of the structure.

There are two main building types; either open or enclosed. In addition, small buildings are given
some consideration within this document. The reason that the information about whether a building
is open or closed is required is so that it is possible to decide whether or not smoke can disperse
readily should a fire occur in a building.

3.2 Open Buildings

These are buildings with corridors that are open to the outside air. The degree of “openness” is
subjective since the absence of originally installed windows may be effective in securing the
dispersal of smoke. However, for the purposes of assessment, corridors should be in the form of an
open-air walkway, balcony or deck-approach. If there are any corridors or sections of corridors along
which customers would have to escape in an emergency that are enclosed, i.e. which are not open
to the air, then the premises should be considered an enclosed building (see below).

3.3 Enclosed Buildings

These are buildings where access to the accommodation rooms is from within the building. This
can be directly from a stairway, from a corridor, or from another room or hallway. Buildings that
are only partially enclosed should be recorded in this category.

3.4 Small Buildings

Buildings used for limited numbers of people, for example large houses and villas, will require an
individual approach when assessing the level of risk within them (Appendix 1 refers). This type of
building is generally suited to the accommodation of small numbers of people, in a family
environment rather than that of a hotel or boarding house. Ski chalets would generally fall outside
this category. Small buildings are more likely to be self-catering than staffed.

3.5 Buildings in Multiple Occupation

Where the accommodation forms only part of a building, particular care should be taken to ensure
that the other parts of the building do not have an adverse effect on the safety of the
accommodation areas. Such properties can include buildings that have shops, restaurants, etc.
within them that are not owned or controlled by the accommodation provider/hotelier. There
should be adequate fire separation between the guest accommodation and the other occupied
elements, and guests leaving the accommodation areas should not have to pass through the other
occupied areas in order to make their escape.

It is necessary in buildings in multiple occupation, that agreement is reached whereby the fire
warning system is designed to ensure that all occupants of the building are aware immediately of

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any incident which has an effect upon them. This is likely to include the sharing of common elements
of the fire warning system. Additionally, escape routes required for hotel/accommodation staff and
customers must be maintained available at all times.

3.6 Floors Below Ground/Basements

Any floors that are below ground level require particular consideration. If a floor is totally below
ground, there is no doubt that it constitutes a basement. The means of escape from a basement is
usually within the building, by way of a stairway up to the ground floor and then out. If a building is
constructed on a terrace or sloping site, however and the floor below ground level is not completely
below ground then this may be either classed as a basement or a lower ground floor. An example of
a lower ground floor is where escape can be made from some parts of the floor that are below ground
level, directly to outside, without having to go upstairs to the ground floor. Generally, however, all
floors below the ground floor should be considered basements.

The following diagrams should provide assistance in deciding whether a floor below the ground floor is a
basement or a lower ground floor.

Fig 1: An example of a basement where escape is via the ground level.

Fig 2: Lower ground floor exit at one side whereas the other is treated as a basement.

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3.7 Additional Buildings

Where there is more than one building such as in a hotel complex, audits should cover all
accommodation buildings and any other building used by customers, e.g. restaurants, recreational
facilities etc. Any recommendations given should be tailored to identify the precise location of the
issue(s) to be resolved within a particular building. However, if any building within a complex has its
own reception and management, a separate report should be prepared.

In circumstances where facilities that are used by others, for example a public entertainment venue
such as a cinema, discotheque or concert venue form part of a property, the fire safety implications
of that facility, and uncontrolled public access, should be considered during the audit. For instance,
where the fire escape routes from such a venue go through a hotel the effect on people escaping
from the hotel should be considered. This is particularly relevant when considering the numbers of
persons passing along escape routes or through exit doors.

3.8 Recording Building Details

The type of building should be recorded, the number of floors above ground (including the ground
floor) as well as the number of floors below ground. The total number of buildings on site along with
the number of buildings containing customer accommodation should also be noted.

The total number of rooms and the maximum occupancy should also be recorded as this may be
required in order to calculate the means of escape requirements, should this be necessary.

3.9 Structural Fire Safety

Buildings should be constructed so as to provide suitable means of escape in case of fire, prevent
the passage of fire between floors, and to prevent premature structural collapse.

3.10 Stairways

A stairway can be considered open ventilated and free from the risk of smoke logging if it is
completely external to the building, or if there is good ventilation from the stairway directly to open
air through an external wall on each floor level.

Any building with floors above the ground floor should have at least two stairways, both of which
lead to safety at ground level. Emergency stairways should not discharge though another building
or room. In enclosed buildings that are higher than 2 storeys, stairways will also need to be
protected as explained below

3.11 Exits and Travel distance

There should be a sufficient number of exits provided for the capacity of the venue. A building can
be considered to have sufficient exits that are acceptably located if:

 There are at least two stairways from upper storeys.

 There are no dead-end corridors in excess of 10 metres in length.

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  It is not necessary to travel more than 35 metres from any point in the building to reach a
protected stairway or final exit.
 Storey exits and stairways are independent of each other

Where any of the above conditions is not met, this should be the subject of a risk assessment and it
may be necessary for additional stairways to be provided.

NB: In open buildings and buildings with a limited floor area, and limited occupancy, a single stairway
may be acceptable, but again this should be the subject of risk assessment. Such an assessment
should include the presence of compensatory features such as automatic smoke ventilation,
automatic fire detection and sprinkler systems.

3.12 Protected Stairways

Any stairway used for means of escape should be protected in so far as that it should be constructed
within an enclosure which is inherently fire resisting. Such stairways should be accessed through fire
resisting self-closing doors. Doors to stairways may be held open only by devices linked to the fire
detection system (fire alarm), in such a way that will enable the doors to close automatically and
immediately upon actuation of the alarm. Doors held open by electro-magnetic devices linked to
the fire alarm system should have smoke detectors located on either side of the door opening.

Basements often contain areas that present an increased risk for fire. For this reason, where a
stairway continues down to basement level, the self-closing doors separating the basement from
the stairway should provide a minimum standard of 60 minutes of fire resistance, and positively
self-closing.

Except for accommodation stairways (see below); all stairways should discharge directly to open air
via a risk free area at ground level. A stairway can be considered to discharge directly to open air
via a risk free area if an exit;

 is available directly from the stairway, or from the stairway enclosure, out to open air,
 and without the need to pass through any room or other area of the building in order to
reach open air.

This is not always possible as some stairways are not located on external walls. Where this is the
case, a stairway can still be considered to discharge directly to open air via a risk free area if a
protected route is provided from the stairway enclosure out to open air.

Ideally, there should be no rooms opening directly into any stairway enclosure. Where this is not
possible to achieve, the doors to any rooms that open into the stairway enclosure should offer 30
minutes of fire resistance and be smoke stopping and self-closing. This is necessary to ensure that
smoke from a fire in any of these rooms does not enter the stairway and render it unusable. In order
to provide an early warning of fire in any rooms that open directly into a stairway enclosure and
allow customers to make their escape while the stairway can still be used, automatic fire detection
in the form of smoke detectors linked to the fire alarm system should be provided in these rooms.

There should be no rooms containing high fire risk opening into protected stairways e.g. boiler
rooms, laundry rooms or main kitchens.

10
To ensure the safety of people ascending or descending stairways, a handrail should be provided for
all main and emergency stairways. If the width of any stairway exceeds 1.2 metres, a handrail should
be provided on both sides.

3.13 Accommodation Stairways

Every internal escape stair should be a protected stairway however an accommodation stairway
(one that is in normal use, such as main access stairway from a reception area) may be considered
provided that it discharges near to the main exit/entrance into an area with limited fire loading, and
the travel distance is limited

3.14 Protected Routes

A protected route is a passage or corridor provided between the foot of the emergency stairway
and the final exit door, separated from the remainder of the building by fire resisting construction.
The partitions or walls forming the protected route and any doors opening into the protected route
should provide a minimum standard of 30 minutes of fire resistance. The doors should be positively
self-closing. Any transoms (fanlights) above fire resisting doors should also provide a minimum
standard of 30 minutes of fire resistance and should be in frames fixed shut. Any internal glazing
within the protected route should, be of limited size, provide a minimum standard of 30 minutes of
fire resistance and should be in frames fixed shut.

3.15 Escape from Rooms

When escaping from rooms, people should be able to turn their back on a fire and walk away. That
is, they should be able to turn left or right on leaving the room to make their escape. Where this is
not possible the escape is said to be in ‘dead-end’ conditions. The maximum length of a ‘dead-end’
within a building should be 10 metres. The 10 metres could be to a position where there are suitable
alternative escape routes available, or to a protected stairway, or to a place of safety in the open.

The doors to all rooms in dead-end corridors should be smoke stopping and self-closing. This is to
ensure that people in rooms in the dead-end corridor are protected from a fire that occurs in a room
nearer to the means of escape. Smoke stopping self-closing doors should hold back smoke from the
fire long enough for people in the further rooms to make their escape along the corridor and past
the room of origin of the fire to reach the means of escape.

Whilst the acceptable length of a dead-end corridor is 10 metres, under certain conditions it may
be possible to extend this distance should some compensatory features be present. These features
include engineered fire solutions such as automatic fire detection and smoke ventilation.

In other cases, it may be necessary to provide an additional means of escape from the dead-end
corridor. If the dead-end corridor is on the ground floor, an additional exit door to open air may be
provided. If the dead-end condition exists on any floor above or below the ground floor, an
additional stairway leading to open air may be provided.

Except for very small rooms, an alternative escape route should be provided from all public areas
and rooms. That is, there should be at least two independent ways out of them to open air. Where
it is necessary to provide an additional exit door from the public areas or rooms, the door should be

11
sited remotely from the existing doors so that all doors are unlikely to be made unusable by a fire
at the same time.

If the building has a basement that contains rooms or other facilities that are used by customers,
there should be at least two alternative exits from the basement and the same standard for means
of escape as described above should be applied to these areas.

Where any of the above conditions is not met, this should be the subject of a risk assessment.

3.16 Maintenance of Escape Routes

Corridors, stairways and other normal circulation routes become escape routes when considering
escape from fire. All such routes should be maintained clear of obstruction at all times in case there
is an emergency and people need to leave the building quickly. It is appreciated that these routes
may become partly restricted during certain periods, e.g. during the cleaning of rooms and when
maintenance is being carried out. Such restrictions should be kept to a minimum and should not be
allowed to block an escape route completely.

Staff training should emphasise the effect that day-to-day work routines and practices could have
on the means of escape and how such effects can be minimised. In particular staff must be trained
in ensuring that equipment does not block automatic doors etc. Where it is impossible to carry out
work without this having an effect on escape routes, additional risk assessment should take place
to ensure that the risk caused by such actions is controlled.

3.17 Doors

In order to ensure that they can be used easily in an emergency and do not delay people trying to
escape from the building, doors on escape routes, including final exit doors, should be made and
maintained easy to open from the inside at all times. Final exit doors should lead directly to open
air and be secured by means of a panic latch type fastening (push bar) or other suitable opening
method designed for quick and easy use. It should not be necessary to use a key or any other device,
which needs to be manipulated to open a door on an escape route. The operation of the fastening
should be readily apparent, and should not involve the manipulation of more than one mechanism.

Keys in boxes are not acceptable for doors on escape routes, including final exit doors, because they
are often lost or removed and so not in place when needed. When people are trying to use the keys
to open doors in an emergency, the keys may be dropped and not easy to find on the floor. This is
particularly the case in smoke, or when numbers of other people, some who may be in a panic, are
also trying to use the doors to make their escape.

Ideally, electronic locks should not be used on doors on escape routes. If they are fitted, they should
be provided with an override button or switch close to the door that opens the door when pressed.
A notice indicating this should be provided near to the button. The electronic locks should also be
connected to the fire alarm system in such a way that the doors open when the fire alarm is
actuated. The doors should also fail safe in the open position in the event of a failure of the mains
electrical power supply.

All doors on escape routes should open in the direction of escape. On occasion, some doors may be
double swing. Double swing doors should have a vision panel of fire resisting glazing so that people

12
can see what is beyond the door before opening it. Where doors are only likely to be used by limited
numbers of people, they may (following a risk assessment) be acceptable opening in the opposite
way.

Where double doors are located, a selector device may be required to ensure that the doors close
in the correct sequence.

Where security is an issue, measures put in place to manage security should not affect escape. It is
possible to prevent people entering from outside whilst maintaining easy access to escape routes.
The use of panic bars can help to ensure security whilst maintaining the escape route available at
all times.

All final exit doors should be kept clear of obstruction externally. Where it is likely that a final exit
door may be obstructed externally, signage should be provided on the outside of the door advising
that the door is a fire exit and should not be obstructed., It may also be necessary to provide barriers
to ensure that final exit doors are not obstructed externally. Barriers should only be placed either
side of the door at right angles to the building so as not to obstruct the exit doors or reduce the exit
width.

3.18 Smoke Stopping Doors

All doors protecting escape routes (this will include doors to stairways, other self-closing doors and
bedroom doors in some dead-end corridors etc.) should be fire resisting, effectively self-closing and
smoke stopping. This can be achieved by fitting cold smoke seals to the doors that will restrict the
passage of smoke.

3.19 Smoke Spread

Where corridors exceed 30 metres in length, the corridors should be sub-divided by self-closing
smoke stopping doors and partitions to reduce the spread of smoke should a fire occur. Such doors
provide benefit to people escaping from fire by limiting smoke spread.

Partitions fitted as part of corridor sub-division to restrict smoke spread should extend across the
corridor and should go to true ceiling level, i.e. where suspended or false ceilings are fitted, the
partitions should extend through the void above the ceiling to the structural ceiling above.

3.20 Risk Rooms

The use of some rooms presents an increased risk of fire. The walls, partitions and doors separating
kitchens, laundries, electrical switch rooms and boiler rooms from the remainder of the
accommodation should provide a minimum standard of 60 minutes of fire resistance. The doors
should be fire resisting, offer the same degree of fire resistance and be positively self-closing and
smoke stopping.

The partitions and doors separating cleaners or housekeeping stores from the remainder of the
accommodation, should provide a minimum standard of 30 minutes of fire resistance. The doors
should be positively self-closing. As an alternative, the doors to boiler rooms, electrical switch rooms
and cleaners or housekeeping stores need not be self-closing, but must be kept locked shut when
not in immediate use.

13
Basements often contain risk rooms and areas that present an increased fire risk. For this reason,
the floors, ceilings, partitions and doors separating the basement from the remainder of the building
should provide a minimum standard of 60 minutes of fire resistance. The doors should be fire
resisting, offer the same degree of fire resistance and be positively self-closing.

Any holes in the floors, ceilings and partitions separating the basement and/or risk rooms from the
remainder of the building, including gaps around pipes, ducts and cables passing through them
should be sealed with fire resisting materials.

Boilers and commercial kitchens should be provided with an automatic fuel shut off valve that will
cut off the supply of fuel to the boiler or ranges/cookers in the event of a fire, and so reduce the
chance of a fire developing.

The provision of an automatic fire suppression system in the boiler room or kitchen ranges can also
help in reducing the development of a fire involving the boiler room. An automatic fire suppression
system is a system that actuates in the event of a fire and discharges an extinguishing medium onto
the fire thus extinguishing or limiting the fire growth. Fire suppression systems are not
recommended for boilers fuelled by gas.

3.21 Openings Between Walls and Floors

In many buildings, vertical service shafts are provided to allow the passage of pipes and cables etc.
between the floors of the building. In the event of a fire, these shafts can allow smoke and flames
to pass between the floors and spread the fire. Measures should be put in place to ensure that this
cannot happen.

The best way to achieve this is to ‘fire-stop’ each shaft at each floor level. This is achieved by sealing
the inside of the shaft, at the level of each floor of the building, with materials providing a minimum
standard of 30 minutes of fire resistance.

An acceptable but less effective alternative is to enclose the vertical shafts throughout their height
with materials providing a minimum standard of 30 minutes of fire resistance. The existing walls
enclosing these shafts will invariably provide the necessary standard of fire resistance but the doors,
hatches etc. provided in the walls to allow access to the shafts often do not.

If the shafts are not fire-stopped at each floor level, it should be ensured that the doors and hatches
etc. giving access to the shafts are kept locked shut, and the access doors, hatches etc. should be
fire resisting.

3.22 Fire Loading

The surface linings or surface coverings of walls can greatly increase the fire loading in a room,
escape route and in the whole building, as can the provision of furniture, curtains, drapes and other
fabrics. Particular problems can be caused by the use of timber, carpet, flock type wallpaper and
polystyrene tiles on the walls and ceilings. The use of decorative features such as draped fishing
nets or crumpled paper, sprayed with paint to create a theme, will also aid the rapid spread of a
fire. However, walls and ceilings painted only with emulsion type paints do not add to the fire
loading.

14
All surface linings and surface coverings should have low surface spread of flame characteristics.
That is, if a fire occurs and flames impinge on the walls or ceilings, flames will either not spread
across the linings or coverings, or if they do so they will spread only very slowly.

If the surface linings and surface coverings do not have inherent or “built in” low surface spread of
flame characteristics, some linings or coverings can be treated to provide this. The treatment is
specialised and should only be carried out by a professional, who should provide a certificate to
show that the lining or covering has been treated.

Ideally, all upholstered furniture should be constructed from combustion modified foam, which
does not burn easily. Where this is not the case, the fabric covering of the furniture should be
inherently flame retardant, or else it should be treated to make the covering flame retardant, to
ensure that it cannot be easily set on fire. The treatment is specialised and should only be carried
out by a professional, who should provide a certificate to show that the covering has been treated.

Any furniture that has torn fabric covering should be replaced as it can more easily be set on fire
than furniture with intact covers.

3.23 Atria

An atrium is a space or opening within a building that passes through one or more structural floors.
The space or openings between each of the floors do not have to be vertically aligned, that is one
opening immediately above the other. The openings can be offset to each other.

Although a stairway enclosure passes though one or more structural floors, a stairway enclosure, by
definition, is not an atrium.

If well designed, an atrium can be as safe as any other building design feature. Problems can arise,
however, when an atrium extends between more than two floors if there are significant “high fire
load” areas opening into the atrium, such as back of house and public areas.

The proven method of protecting people from the effects of a fire in an atrium is the provision of a
smoke control system consisting of good ventilation in the atrium, coupled with the provision of
automatic sprinklers to control any fire that does occur.

It should not be assumed that the presence of permanent ventilation openings in the roof will
provide adequate ventilation and ensure safe conditions in the event of a fire. The design of an
effective ventilation and sprinkler system for use in an atrium involves the use of computer
modelling of fire growth and smoke characteristics. This is a specialised area and the advice of
qualified experts should always be sought.

Where a smoke control system is in place, it should be serviced annually by a qualified engineer and
a certificate should be obtained as to the system's worthiness. The results of all servicing should
also be recorded in a logbook.

The introduction of furniture and other flammable materials into the base of an atrium increases
the fire loading within the atrium. The risk can be greatly reduced by removing or reducing the
amounts of these materials.

15
Where there are “high fire load” areas such as back of house areas, or public areas opening into the
atrium, the risk to people in the atrium can be greatly reduced by separating these areas from the
atrium using fire resisting partitions or walls and fire resisting self-closing doors.

Another satisfactory way of reducing the risk would be to separate the “high fire load” areas from
the atrium using automatic fire shutters and/or providing automatic sprinklers in these areas.

Typically, guest rooms open directly onto the atrium walkways. In the event of a fire, this leaves
people on the walkways exposed. The doors to these bedrooms should be fire resisting, self-closing,
and smoke stopping, which reduces the risk of a fire in the bedrooms affecting people in the atrium.

The travel distances from rooms within the atrium to open air, or to a protected stairway etc. should
be no longer than 18 metres. There should be at least two exists from every upper floor within the
atrium., For rooms above, or below the ground floor, this might mean providing an additional
stairway. From rooms on the ground floor, it may be necessary to provide an additional exit door
leading from the atrium out to open air.

Customers accommodated in rooms within corridors off the atrium are at a greater risk from a fire
in the atrium unless there are adequately protected escape routes from these corridors that are
independent of the atrium. That is, customers accommodated in the corridors should be able to
make their escape in the event of a fire by using an escape route without having to enter the atrium
to do so.

Where corridors lead into the atrium, they should be separated from the atrium by doors that are
fire resisting and self-closing, or at least smoke stopping and self-closing. This will reduce the
likelihood of smoke from a fire in the atrium entering the corridors, or from a fire in the corridors
entering the atrium.

3.24 Fire Warning System

An electrical fire warning system should be provided in all properties, except in very small buildings.
(See reference to manual fire warning system and domestic smoke alarms below).

The fire warning system should have as a minimum;

 Manual Call Points
 Sounders
 Control Panel with battery back up

The fire warning system may also include;

 Automatic fire detection
 Door hold-open device overrides
 Links to ventilation systems or electronic door overrides
 Other devices to assist disabled people

3.25 Manual Fire Warning System and Domestic Type Smoke Alarms

In small open buildings, or complexes of small open buildings, a simple manual fire warning system
such as a hand operated gong, bell, klaxon, whistle or similar device may be acceptable. The manual

16
warning system must be audible throughout and in a complex, warning devices should be located
within 30 metres of all accommodation buildings.

In small enclosed buildings, domestic type smoke alarms may be suitable as a fire warning system.
Where provided, it is particularly important to consider other fire protection features to assess their
overall suitability. Where they are provided they should be audible throughout the property. In
some properties it may be necessary to have more than one alarm to ensure good audibility
throughout. Where more than one alarm is provided, they should be interlinked so that the
activation of one smoke alarm will sound all.

Domestic alarms should be tested on a weekly basis to ensure batteries are fully operational. The
results of the tests should be documented. Domestic type smoke detectors should be mains
powered with a battery back-up, interlinked so that the activation of one smoke alarm will sound
all devices. Where single-point domestic smoke alarms are fitted they should have fixed batteries
(to prevent removal) and 10-year lifespan. Detectors should be replaced in accordance with the
manufacturers recommended timescales.

3.26 Manual Call Points

Often called break-glass points, manual fire alarm call points should be provided adjacent to all final
exits from the building and all storey exits.

Source: www.vedardalarm.com

Call points should be sited approximately 1.4 metres above finished floor level.

In addition to the above, it should not be necessary to travel more than 30 metres to get to a call
point. This means that in long corridors and large rooms additional call points may be required.

Individuals raising the alarm should be able to do so whilst making an exit from the building and
should not have to go further into a building to raise an alarm. Manual call point locations should
also have appropriate signs adjacent to them.

17
3.27 Sounders

Fire alarm sounders could be bells, sirens, klaxons, or other electronic device. Whatever sound is
chosen it should be a distinctive sound from other alarms, and all sounders should be of the same
type throughout the property.

Sounders should be audible throughout the property (at least 65 dB(A)). They should also be
sufficiently loud to wake people who are asleep (Circa 75 dB(A) at all bed heads). Where sounders
do not give the required sound level it is usually better to provide additional sounders rather than
to increase the volume of existing sounders. Note that when the alarm sounds, doors which are
normally open may be closed and this may have an effect upon the sound level in some areas. This
should be taken into account when the sound levels are determined.

In some very large buildings the public address system may be used as part of the fire warning
system. When this is the case, the public address system should be linked into the fire alarm system
in such a way as to ensure that its operation is fully automatic in the event of a fire. The linked fire
alarm and public address system should incorporate a pre-recorded message, in English and other
relevant languages, providing customers with specific details of the emergency and the action to be
taken.

If the fire alarm system is actuated, people with hearing impairments may not hear the alarm. In
order to ensure the safety of such people, a system linked to the fire alarm system and incorporating
flashing beacons and vibrating pillows should be provided. Alternatively, a system should be put in
place to ensure that any such person is separately contacted by a member of staff, in the event of a
fire.

3.28 Control/Indicator Panel

Every fire alarm system should incorporate a control or indicator panel. These panels vary as to their
sophistication and technical specification. At its most basic, a control panel will be a simple box
featuring a series of warning and indicator lights. At the other extreme, control panels are highly
sophisticated, technical, self-monitoring, addressable computerised systems.

The panel should be provided with a standby battery backup system. In smaller systems the
batteries are normally contained within the panel; in older or larger systems there may be a separate
box. The management should be able to advise the whereabouts of the backup batteries.

The panel should be able to indicate the approximate position of a fire alarm actuation point,
whether it is a call point or detector head. In the simple systems the indication will usually be by
zone or area. In more complicated addressable systems, the specific location of the call point or
detector head that has actuated will be indicated.

18
The control or indicator panel should be sited in a location where it can be constantly monitored,
usually at reception or occasionally in a permanently staffed security room; so that staff will be
immediately aware if the alarm is actuated. If the panel is not located where it can be constantly
monitored, either the existing panel should be relocated, or a mimic panel should be provided in a
permanently staffed area.

3.29 Automatic Fire Detection

An automatic fire detection linked to the fire alarm system provides the best chance of an early
warning of fire. Automatic fire detection should be provided in all properties of three floors and
above.

Automatic fire detection will normally be of either smoke detection or thermal (heat) detection
placed throughout a property. Smoke detectors are the best type of detectors for use in bedrooms,
corridors, public areas and offices. Thermal (heat) detectors are more suitable for use in boiler
rooms, kitchens, laundries, workshops and other similar areas where smoke, steam, dust etc. may
be present.

In some properties, specially designed fire detection systems may be provided, such as beam
detection or air sampling devices to protect atria.

Domestic type smoke alarms can be useful for providing an early warning of fire to the occupants
of rooms and apartments with cooking facilities if no linked automatic fire detection is provided in
these areas. The smoke alarms should be sited in the sitting area and the types that are permanently
wired into the electricity supply are preferable to those that are powered only by batteries.

Domestic type smoke alarms in accommodation generally can only ever be considered as a
temporary measure until automatic fire detection linked to the fire alarm system is provided as they
will only sound an alarm locally and not throughout the property.

3.30 Sprinklers

Sprinkler systems may occasionally be provided in accommodation and other areas. A sprinkler
system may be total and provided everywhere in the building, or partial, in only some parts of the
building. An annual examination of the sprinkler system should be carried out by a competent
engineer. A certificate confirming the worthiness of the system should be obtained.

Where sprinkler systems are provided, activation of a sprinkler will often activate the fire warning
system in the same way as electronic devices, in addition to actuating a sprinkler alarm. Sprinklers
are not a satisfactory replacement for automatic fire detection in the form of smoke or thermal
(heat) detectors. This is because sprinklers do not actuate until the temperature in the building has
reached quite a high level, whereas automatic fire detectors, particularly smoke detectors actuate
very quickly.

3.31 Door Hold-Open Devices

19
Where doors are required to protect or separate areas in order to contain an outbreak of fire they
need to be kept closed at all times. However, in order for a building to work properly, it is often
impractical to leave doors in the closed position.

Magnetic and other restraining devices are commonly used to keep these doors in the open
position. The operation of the fire alarm should release such devices allowing them to close
immediately on the activation of a call point or other detector. This release should always occur on
stage one of any staged alarm system.

Source: www.fixfire.co.uk

The use of cabin hooks, wedges and other devices that do not release on actuation of the fire alarm
system are not acceptable because in the event of a fire, doors held open by these devices will not
close and will allow smoke and flames to spread freely.

3.32 Staged Alarms

The most appropriate type of fire alarm system for hotels and other holiday accommodation is a
single stage fire alarm system, where the general evacuation alarm sounds in all areas immediately
when a call point or detector head is actuated. The provision of a single stage system will reduce
delays in informing customers if a fire should occur.

In order to allow time to investigate the cause of an alarm, some properties will have systems that
operate on a ‘staged’ basis. Stage one should provide an initial alert signal, which is a warning at the
fire alarm control panel that a call point or detector head has been actuated. Stage one should also
activate any control equipment such as door release mechanisms or ventilation controls that are
linked to the fire alarm and detection system.

Stage two of a staged alarm system should sound a general evacuation alarm throughout the
premises.

Where a staged alarm system is installed it should be programmed in such a way that stage two, the
evacuation stage, automatically sounds the general evacuation alarm, without human intervention,
after a set period of time if the initial alert signal has not been investigated and the system reset.

20
Stage two actuation should also occur if a second fire detector is actuated. The time generally
accepted for the delay is a maximum of four minutes.

3.33 Testing

Fire alarms and associated equipment should be subjected to frequent and regular testing (at least
weekly). Additionally, a competent engineer should subject systems to an annual maintenance and
test. The results of each test should be recorded in writing and test logs should be retained for
examination when requested.

In order to avoid confusion and unnecessary disturbance, advice should be provided for customers
and staff, to inform them when fire alarm tests are being carried out. This advice should include the
date and time of the test and details of any signal which may be given to indicate that the system is
back to normal.

3.34 Evacuation Drills

Full evacuation drills should be carried out at least once in every six-month period, to ensure that
members of staff are fully aware of the evacuation procedures and that evacuation plans can be
successfully implemented. The co-operation of customers should be sought but the participation
of all customers is not essential.

3.35 Signs and Notices

Signage is essential to ensure that the means of escape can be identified and used, and that notices
are provided to make people aware of any emergency procedures which have been planned by the
management of the property.

To prevent any language difficulties signage should be supported by relevant pictograms. Fire
escape signage should be highly visible and easy to understand in acceptable colours according to
local legislation. In the EU for example, these will generally be in the standard colours of white
lettering, of sufficient size to be seen, on a green background.

Signs should be provided to indicate all escape routes from the building all the way out to open air.

In particular, the route to all emergency stairways and the doors leading into the stairways should
be indicated by signs, which incorporate directional arrows where appropriate. Once on the
stairway, signs should be provided to indicate the route down the stairway and all the way out to
open air.

Signs should be provided throughout the public areas of the building to indicate the escape routes
from these areas out to open air.

A sign stating “EXIT” or “FIRE EXIT” should be provided on all final exit doors leading out from the
building to open air.

Signs should also be provided to indicate, except where they are obvious, the position of;

 Fire-fighting equipment
21
  Fire alarm call points
 Assembly point

Action in case of fire notices should be provided on the back of all bedroom doors. The notices
should be in English and other relevant languages and include a simple floor plan and details of an
assembly point, to which customers should report in the event of an emergency.

3.36 Emergency lighting

In addition to the normal or primary lighting, emergency lighting should be provided throughout the
building. This should ensure adequate illumination if the mains electrical supply should fail for any
reason, including the occurrence of a fire.

The provision of satisfactory emergency lighting can usually be achieved by using self-contained
lighting units, constantly trickle-charged by the main's electrical supply.

The constant trickle charging will ensure that the batteries that provide power to the lighting units
in the event of a failure of the mains electrical supply are fully charged and ready for use.

The emergency lighting should operate on the failure of local lighting circuits and not just on total
mains failure because local lighting circuits are often damaged by a fire. The failure of a local lighting
circuit will affect only one area of a building without causing a total mains failure. If this happens
and the emergency lighting system is designed only to recognise a total mains failure, the system
will not recognise that there is a problem and the emergency lighting will not illuminate.

Generators are often used to provide back-up power to some lighting units in the event of a failure
of the electrical mains supply. Generators are not suitable to provide power for emergency lighting,
however, as they do not usually operate unless there is a total mains failure.

In addition, a generator uses the same wiring circuits as the mains electrical supply. If the wiring of
a lighting circuit is damaged by a fire any lights attached to the damaged circuit will not work
whether the power is being provided by the mains supply or by a generator.

Emergency lighting should cover;

Escape Routes including:

 Exits
 External sections
 Stairways
 Public areas
 Changes in direction
 Changes in level

Positions of:

 Fire-fighting equipment
 Fire alarm call points
 Emergency switching

22
Emergency lighting should be tested monthly, with a check by a competent engineer being carried
out annually. The results of all tests should be recorded.

3.37 Fire Fighting Equipment

Whilst fire-fighting equipment is generally provided for use by trained staff, it should be available
throughout the property.

In simple premises having one or two portable extinguishers of the appropriate type, readily available
for use, may be all that is necessary. In more complex premises, larger numbers of portable
extinguishers may be required and they should be sited in suitable locations, e.g. on the escape routes
at each floor level. It may also be necessary to indicate the location of extinguishers by suitable signs.

Suitable fire extinguishers should be provided. For general-purpose use, water extinguishers are
preferred. Extinguishers should be available within 30 metres of any position in the property. Hose
reels may also be provided in some areas; however, these are really only for the use of staff. Where
provided, hose reels should be in addition to extinguishers and not as a substitute for them.

Main kitchens should have suitable fire extinguishers, which would normally include a foam type
extinguisher plus a fire blanket or chemical extinguisher if there is a deep fat fryer present.

Apartment kitchens should also be provided with a fire blanket in container, or a chemical type
extinguisher. These should be sited adjacent to the exit from the kitchen or cooking area.

It is important that all fire-fighting equipment is maintained regularly by a competent person.

Normally this is conducted annually. Occasionally, to comply with local legislation, this may be bi-
annually. A record should be maintained of all tests and maintenance carried out. Staff should check
weekly that all extinguishers are in their correct positions.

Guidance on the various extinguishers available and their suitability is provided in Annex A to this
section.

3.38 Fire Prevention

Whilst the fire safety measures above help to ensure that people can get out of a building safely,
should a fire occur it is important that due regard be given to preventing fires in the first place.

3.39 Storage

The storage of combustible and other items should be such that there is no storage within escape
routes. All storage should be separated from escape routes by fire resisting construction. This
includes the storage of bedding, cleaning materials etc.

Storage cupboards should be locked to prevent unauthorised access. They should also preferably
be fitted with automatic fire detection where such storage cupboards could have an effect upon the
means of escape.

23
3.40 Electrical Safety

As electrical systems are a leading cause of fires it is important that the integrity of the electrical
system is maintained. All staff should be encouraged to report any electrical defects that they find.
If there are any concerns as to the condition of any electrical appliances, vending machines, games
machines, sockets, plugs and switches, they should be taken out of use immediately and should not
be brought back into use until any defects have been rectified by a competent and qualified person.

The electrical installation should be checked annually by a competent and qualified person, who
should provide a certificate of worthiness, or other certification/ documentation, to show that the
installation is satisfactory.

In order to provide electrical protection and allow the electrical supply to be isolated when
necessary, each bedroom/apartment should be provided with an individual electrical fuse box and
main cut-off unit, suitably protected with a residual current device (RCD).

3.41 Shops

Shops are frequently found within hotels, operated and/or controlled by the hotel. These can vary
from a small gift shop in the reception area to what can be considered a shopping centre or mall.
Shops often contain large quantities of highly combustible materials.

The best way to reduce the risk presented by such shops is to provide fire resisting construction,
including self-closing doors between the shops and the remainder of the hotel. At the least, smoke
detectors linked to the hotel fire alarm system should be provided to ensure that an early warning
is given in the event of a fire in the shop.

Guests evacuating from accommodation areas should not have to pass through shopping areas in
order to make their escape.

3.42 Heating and Air Conditioning

Any heating system provided should be of a safe type. A low pressure water system comprising a
central boiler linked by pipework to radiators throughout the building is generally considered the
safest type of system.

If individual heaters of any type are provided, these should always be fixed to the wall to ensure
that they cannot be knocked over and cause a fire. If heaters are of the electric type, a warning
notice should be provided on or near to the heaters warning people not to place towels or clothing
on the heaters.

Open fires that burn coal, wood or other carbonaceous material are sometimes found in
accommodation. Ideally open fires should not be used by customers but where they are used at all,
they should be permanently protected by a close mesh fire guard.

Only sufficient fuel for one day’s use should be kept inside, and located in a place where there is no
risk of ignition by flames, sparks or heat from the fire. All other fuel should be stored outside.

24
Gas cylinders are also sometimes used to provide fuel for heating systems. Ideally, these types of
system should be replaced with a heating system of a safer type. Where the system is to be retained,
the gas cylinders should be located outside of the building and gas should be piped in from the
externally located gas cylinders to the heaters.

Any heating systems involving gas, coal, wood or other carbonaceous material must only be used in
areas where there is sufficient, permanent open ventilation to ensure that such systems operate
effectively and efficiently and that the danger of a build-up of carbon monoxide through incomplete
combustion is avoided. Where systems involving gas, coal, wood or other carbonaceous material
are used, the accommodation must be provided with carbon monoxide detectors.

Air conditioning systems are often used to provide heating during cold weather and cooling during
hotter weather. The air conditioning system should also be of a safe type. Individual air conditioning
units that are completely independent rather than connected to a central system are generally
considered safe.

Fan coil type systems, in which hot or cold water is piped around the building and a fanned unit in
each room blows air across the pipes and into the room are also considered generally safe.

Of more concern are “ducted” systems, where hot or cold air is passed around the building through
ducts. This type of system could pick up smoke or flames from a fire in one area of the building and
carry them through the ducts, thus spreading the fire to other areas of the building.

This risk can be reduced by connecting the air conditioning system to the fire alarm and automatic
fire detection system in such a way that the air conditioning system is switched off as soon as the
fire alarm or fire detection device is actuated and also by providing dampers within the ducts that
close when these systems are actuated. Dampers are small doors within the ducts that are normally
open but seal the ducts completely when closed.

3.43 Bedrooms/Apartments

Ideally, the doors to all bedrooms and apartments should be fire resisting and smoke stopping, or
at least smoke stopping and self-closing. This would ensure that a fire within a particular room or
apartment should not affect the remainder of the building until people have had the chance to make
their escape.

This becomes more important where there is a higher risk, for example where the bedrooms or
apartments open into an atrium, into dead-end corridors, or into stairway enclosures.

3.44 Kitchens

Accumulated grease on filters and within the cooker hood vent shaft is a major cause of kitchen
fires. Regular de-greasing reduces this risk and should be regularly carried out. De-greasing should
take place at least once a month.

The use of LPG (liquid petroleum gas) cylinders is common in many hotel kitchens where connection
to a mains gas supply is difficult or not available. LPG cylinders can add significantly to the intensity
of any fire. For this reason, cylinders should not be stored in the kitchen, but should be kept in a
well-ventilated and secure storage area or cage away from the building and from sources of ignition.

25
The gas should be piped into the kitchen from an external source. Gas shut off points should be
provided and clearly identified so as to quickly turn off the flow of gas in the event of ignition or
leak. In order to ensure that they can be used at all times, the gas shut off points should be sited
away from any heat source. Where possible, automatic gas shut-off should be used, linked to fire
detection devices and/or fire alarm system.

Fire blankets are an essential part of the fire-fighting media within a kitchen. Ideally they should be
located in a position where they are easily accessible for use on deep fat fryers.

Cooking ranges in hotel kitchens should be provided with automatic fire suppression systems. Such
systems can include a fusible link detection system within the cooker hood, and strategically placed
discharge nozzles. A manual release point can also be provided as well as a switch that links the
system to the main fire alarm system.

Any cooking equipment involving gas, coal, wood or other carbonaceous material must only be used
in areas where there is sufficient, permanent open ventilation to ensure that such systems operate
effectively and efficiently at that the danger of a build-up of carbon monoxide through incomplete
combustion is avoided. Where cooking equipment involving gas, coal, wood or other carbonaceous
material are used carbon monoxide detectors must be provided.

3.45 Impaired Mobility Customers

Most properties now accommodate impaired mobility customers, either in ordinary guest rooms
and apartments, or sometimes in specially adapted rooms and apartments. For ease of access these
rooms are often on the ground floor, or on other low floors.

If a property provides accommodation for impaired mobility customers, there should also be a
written policy detailing the procedures to be followed for the assistance and evacuation of
customers in the event of an emergency. As part of the regular staff training programme, staff
should also receive instruction in the procedures and the use of any specialist equipment provided
for the purpose.

3.46 Discotheque/Entertainment Area

There are many past cases of fires resulting in fatalities occurring in discotheques and places of
entertainment throughout the world. For this reason, special consideration is necessary when
considering fire safety in these areas.

In many countries, the authorities impose a maximum capacity on the number of people allowed in
discotheques and entertainment areas at any one time. Where this is the case, this capacity should
be adhered to in order to ensure compliance with local regulations.

It is also necessary, however, to calculate the number of people that it is safe to allow in the area,
taking into account the floor area and the number and widths of the available means of escape, that
is the exit doors and any stairways and corridors along which people leaving the
discotheque/entertainment area would have to travel in an emergency. The number of exists from
the area should take account of the fact that one exit may become unusable in the event of a fire.

26
Where the means of escape are inadequate for the number of people that could congregate in the
area, additional exits, stairways and corridors will have to be provided. Unless and until the
additional means of escape are provided, it will be necessary to restrict the number of people
allowed in at any one time.

In order to ensure that they can be used easily in an emergency and do not delay people trying to
escape from the discotheque and the building, doors on escape routes, including final exit doors
should be made and maintained easy to open at all times, secured only by means of a panic type
latch or push bar. All doors on escape routes from the discotheque/entertainment area must open
in the direction of escape

All final exit doors from the discotheque/entertainment area should be kept clear of obstruction
externally. Where it is likely that a final exit door may be obstructed externally signage should be
provided on the outside of the door advising that the door is a fire exit and should not be obstructed.
In extreme cases, it may be necessary to provide barriers to ensure that final exit doors are not
obstructed externally. Barriers should only be placed either side of the door at right angles to the
building so as not to obstruct the exit doors or reduce the exit width.

In order to ensure that exit doors leading from the discothèque/entertainment area where the
primary lighting may be dimmed or extinguished can be clearly seen, each door should be
illuminated by self-contained, emergency lighting units that are constantly trickle-charged by the
main's electrical supply and placed above the door. The lighting units should be of the maintained
type, which are permanently lit. Doors should be indicated "Exit", preferably by means of a
"Running-Man" type sign, incorporated in the lighting unit, or by a sign placed above the door, close
to the lighting unit, so that it is illuminated.

A major factor in fires in discotheque/entertainment areas has been a delay in staff raising the
alarm. In order to ensure that any fire is detected quickly and an early warning of a fire is given,
automatic fire detection in the form of smoke detectors, centrally mounted at ceiling level and
linked to the fire alarm system, should be provided and sited throughout the area.

It is necessary to ensure that the fire alarm system in the discotheque/entertainment area can be
heard above the sound of the entertainment. The fire alarm system should be tested, during a
performance, to ensure that its audibility level is at least 5 dB above the ambient noise level in the
area. If necessary, additional fire alarm sounders should be provided to ensure that this level of
audibility is achieved.

To ensure that the fire alarm can be heard, the sound system in the discothèque/entertainment
area should be linked to the fire alarm system in such a way that the sound system switches off, or
is silenced, when the fire alarm is actuated. Flashing lights or strobes located in the DJ’s area linked
to the fire alarm system will also provide early warning in case of fire.

In the event of a fire in the discotheque/entertainment area, it is possible that wall, floors and ceiling
linings and drapes could cause the fire to spread very quickly and overtake people trying to make
their escape. For this reason, the use of carpet, flock wallpaper, polyurethane tiles and fabrics
should be avoided. These materials should be removed unless they are either inherently fire
retardant, or are treated to make them so. If these materials are to be retained, a certificate should
be obtained to certify that the materials are inherently fire retardant, or have been treated to make
them so.

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Any upholstered furniture within the discothèque/entertainment area should be fire retardant or
non-flammable. Where this is not the case, the furniture should be removed, or replaced with,
furniture that is fire retardant or non-flammable. Alternatively, the furniture should be treated to
make it fire retardant or non-flammable. A certificate should be obtained to certify that the furniture
is fire retardant or non-flammable.

Upholstered furniture which has damaged, torn or worn coverings, can easily be ignited. Any
furniture that has this type of damage should be repaired or replaced to reduce the risk of fire being
accidentally started in the furniture by smoking materials etc.

Stage areas can present particular fire hazards due to the presence of scenery, props, costumes etc.
For this reason, smoking should not be allowed in stage areas. Notices stating “No Smoking” should
be provided throughout the stage areas.

Suitably trained stewards, or security guards, should be on duty in the discothèque/entertainment

area, when this area is in use.

In case of a fire in the discotheque/entertainment area, firefighting equipment in the form of 6 Kg

dry powder extinguishers should be provided throughout the discothèque/entertainment area,
including the backstage areas.

Fire blankets in containers and suitable fire extinguishers should be provided in the stage areas and
in dressing rooms.

3.47 Staff Training and Emergency Procedures

A written fire emergency procedure and fire safety policy relevant to the size and type of the
property should be drawn up to ensure that management and staff are aware of their
responsibilities with regards to fire safety, particularly the safety of customers if a fire should occur.

Staff should receive training appropriate to their level of responsibility and commensurate with their
position.

It is also appropriate that, following such training, guidance notes be prepared to assist staff to fulfil
their roles effectively.

All training given and received should be recorded in writing and such records should be available
for examination.

This training should be carried out at least twice a year for day staff and four times a year for night
staff

Where an alert staff presence is not maintained for 24 hours per day, the fire drills and safety
briefings should take this into account.

It is good practice to carry out regular checks on all parts of the premises during the hours of
darkness. It is important to include all major risk rooms as part of the check i.e. kitchens, boiler

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rooms, laundry etc. and also restaurants, bars and other public areas. At the same time as the first
check is made, the fire doors protecting all stairways should be closed.

Some properties have an “in house” fire-fighting team. The job of this team is to fight the fire and
assist with evacuation. It is important that the fire-fighting team should be trained on a regular and
routine basis. A competent person should deliver the training and the details of all training should
be recorded, in writing, in a logbook.

A plan of maintenance must be in place to ensure all equipment and areas of public and staff use
are maintained in a safe condition. All maintenance should be carried out by suitably trained
personnel and documented. Regular checks should be carried out and documented by trained staff
to ensure the plan is properly implemented.

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Annex A - Fire Fighting Equipment
Fire extinguishers should generally be provided depending on what is likely to be burning within
each area of a property. Fire classes and extinguisher ratings are shown in the table below.

Class of fire Description

Class A Fires involving solid materials such as wood, paper or textiles.

Class B Fires involving flammable liquids such as petrol, diesel or oils.

Class C Fires involving gases.
Class D Fires involving metals.
Class F Fires involving cooking oils such as deep-fat fryers.

Where the fire risk is not confined to a particular location, e.g. Class A fires, the fire extinguishers
should be positioned on escape routes, close to the exit from the room or floor, or the final exit from
the building. Similarly, where the particular fire risk is specifically located, e.g. flammable liquids, the
appropriate fire extinguisher should be near to the hazard, located so that they can be safely used.
They should be placed on a dedicated stand or hung on a wall at a convenient height so that
employees can easily lift them off (at about 1m for larger extinguishers, 1.5m for smaller ones, to the
level of the handle). Ideally no one should have to travel more than 30m to reach a fire extinguisher.

The following paragraphs describe the different types of extinguisher. The colour referred to is the
colour of the extinguisher or the colour-coded area.

Water Extinguishers (red)

This type of extinguisher can only be used on Class A fires. They allow the user to direct water onto
a fire from a considerable distance. A 9-litre water extinguisher can be quite heavy and some water
extinguishers with additives can achieve the same rating, although they are smaller and therefore
considerably lighter. This type of extinguisher is not suitable for use on live electrical equipment.

Foam Extinguishers (cream)

This type of extinguisher can be used on Class A or B fires and is particularly suited to extinguishing
liquid fires such as petrol and diesel. They should not be used on free-flowing liquid fires unless the
operator has been specially trained, as these have the potential to rapidly spread the fire to adjacent
material. This type of extinguisher is not suitable for deep-fat fryers or chip pans.

Powder Extinguishers (blue)

This type of extinguisher can be used on most classes of fire and achieve a good 'knock down' of the
fire. They can be used on fires involving electrical equipment but will almost certainly render that
equipment useless. Because they do not cool the fire appreciably it can re-ignite. Powder extinguishers
can create a loss of visibility and may affect people who have breathing problems and are not generally
suitable for confined spaces.

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Carbon Dioxide Extinguishers (black)

This type of extinguisher is particularly suitable for fires involving electrical equipment as they will
extinguish a fire without causing any further damage (except in the case of some electronic
equipment e.g. computers). As with all fires involving electrical equipment, the power should be
disconnected if possible prior to use.

Wet Chemical Extinguisher

This type of extinguisher is particularly suitable for commercial catering establishments with deep-fat
fryers.

Selection, Installation and Maintenance of Portable Fire Extinguishers

All portable fire extinguishers will require periodic inspection, maintenance and testing. Depending
on local conditions such as the likelihood of vandalism or the environment where extinguishers are
located, brief checks should be carried out to ensure that they remain serviceable. In normal
conditions a monthly check should be sufficient. Maintenance by a competent person should be
carried out annually.

Fire Blankets

Fire blankets should be located in the vicinity of the fire hazard where they are needed, but in a position
that can be safely accessed in the event of a fire. They are classified as either light duty or heavy duty.
Light duty fire blankets are suitable for dealing with small fires in containers of cooking oils or fats and
fires involving clothing.

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Section 4 - General Safety
This section covers the majority of circumstances where historically injuries have occurred as a
result of deficiencies and insufficient care being taken by accommodation providers. The list is not
exhaustive and as new features are added to properties, a thorough risk assessment should be
carried out to identify inherent risks and where deemed necessary, suitable and sufficient control
measures should be provided.

4.1 Balconies and Balustrades

Balconies are purpose designed to provide an area where customers can get exceptional views
whilst enjoying the convenience of the facilities in their accommodation. The design and
construction of balconies and balustrades however, can present significant risks to customer
safety and a number of incidents have occurred where serious injuries and deaths have occurred
from falls from height.

Accommodation suppliers must ensure that the construction and dimensions of all balcony types
conform to international standards to prevent the potential misuse of balustrades that could
result in injuries and deaths.

Balustrades: Key Dimensions

The key dimensions pertaining to balconies, balustrades, railings and handrails are as follows:

Height

 Balustrades for external balcony or terrace areas are required to achieve a height of 1.0
metres (100 cm or 1000 mm) or 1.1 metres (110 cm or 1100 mm) for new build and
refurbishments, from the floor to the top of the handrail.
 Railings or balustrades that are located inside a building are required to be at a height of
1.0 metres (100 cm or 1000 mm) or 1.1 metres (110 cm or 1100 mm) for new build and
refurbishments) from the floor to the top of the handrail.
 Handrail height for stairs, internal or external are required to be at a height of 0.9 metres
(90 cm or 900 mm) from the floor to the top of the handrail.

Gaps

 Any gaps in balcony balustrades should not be large enough to allow a sphere of 0.1
metres (10 cm or 100 millimetres) to pass through them.

Step-Ups

 Step-ups (horizontal ledges) above 0.6 metres (60 cm or 600 mm) are not easily climbable
by young children and thus do not present the same risk as lower step-ups; however, a series
of step-ups provide a climbing allurement and could reduce the ‘effective height’.

Effective Height

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  The effective height is defined as the height measured from the top of any step-up to the
top of the balustrade or alternatively, the total height of the balustrade minus the height of
the step-up. The effective height of a balcony balustrade must be at least 0.8 metres (80 cm
or 800 mm).

Further Guidance

Gaps

Any gaps in balcony balustrades should not be large enough to allow a sphere of 0.1 metres (10
cm or 100 mm) to pass through them. Children are the most vulnerable in this area as it is possible
for gaps to pose an entrapment risk if a child pushes their head through them. Larger gaps may
allow a small child to pass right through the balustrade.

Where there are oversized gaps in balcony balustrades, the balustrades should be modified to
ensure that there are no gaps that will allow a sphere of 0.1 metres (10 cm or 100 mm) to pass
through them.

In addition to the height requirements, balconies including corridor and walkway balustrades
should be of sound construction and be free from any feature which would encourage a small
child to climb.

Where an existing balcony balustrade is less than 1.0 metres (100 cm or 1000 mm) high, this
presents a hazard to adults and the height of the balustrade should be increased. All new balcony
balustrades should be constructed so that they are at least 1.1 metres (110 cm or 1100 mm) in
height.

Step-Ups

The design of some balcony balustrades may incorporate step-ups that reduce the effective height
of the balustrades and onto which small children could climb. If a balustrade incorporates a step-
up, the effective height of the balustrade is the height measured from the top of any step-up to
the top of the balustrade.

Step-ups that reduce the effective height of a balcony balustrade below 0.8 metres (80 cm or 800
mm) pose a risk to small children as they may climb up onto the step-up and could fall over the
balustrade. Balconies constructed entirely of horizontal rails readily provide a series of step-ups,
creating a ladder effect that reduces the effective height to an unacceptable level, posing a risk to
small children.

Remedial Measures

Where step-ups reduce the effective height of a balustrade to less than 0.8 metres (80 cm or 800
mm) the balustrade should be modified to remove the risk to small children. This is usually done
by increasing the overall height of the balustrade so that the distance from the top of the step-up
to the top of the balustrade is greater than 0.8 metres (80 cm or 800 mm).

An acceptable alternative to increasing the height of the balustrade is the provision of an inner
rail, set in at least 0.15 metres (15 cm or 150 mm) from the top of the balustrade on the inside of
33
the balcony. The provision of a rail in this position makes it difficult for small children to climb the
balustrade and so nullifies the effect of the step-up.

Step-ups of 0.6 metres (60 cm or 600 mm) or higher are not easily climbable by young children
and thus do not present the same risk as lower step-ups.

Where a balcony balustrade has oversized gaps and/or step-ups, that present a risk to children
they can be temporarily modified to remove the risk pending a more permanent solution. This can
be achieved by completely covering the inside face of the balustrades with close mesh netting, or
similar material.

Construction

There is no limitation per se which material can be used as the balustrade structure, however, the
material chosen must be:

 Rigid and strong, be able to resist and not bend, buckle or break under pressure.
 Durable and suitable to the area they are to be applied to. Plastics are not usually used for
balustrade structures, but rather metallic elements such as steel, stainless steel or
aluminium. Wood is and has been a popular material but maintenance becomes an
element to take into consideration.
 Sometimes the balustrade structure includes, and is, the barrier, such as in the case of bars
or perforated metal panels, and in many cases in the modern build, use is made of glass as
infill panels and in the case of structural glass, actually is the barrier.

Balconies should be of a “sound construction”. Key elements to be aware of are corrosion at the
point where the balcony is fixed to the building and loose or damaged balustrades including
severely corroded metal and rotten wood.

Many newer or modified balcony balustrades incorporate clear glass or Perspex panels in their
construction. These panels should be checked to ensure they are secure and they should be
repaired or replaced if they are not. Glass balustrades should comprise toughened glass that
conforms to the requirements of BS 6206: 1981 Class A as well as European Standard BS EN 12600
and many worldwide safety standards.

When using glass, safety glass, either toughened (aka tempered) or laminated, must be used.

Toughened glass

Toughened or tempering is a process that the glass is subjected to consisting of heating the glass
to around 700 degrees Celsius and quenching (cooling quickly). The quenching process creates a
strong layer on both sides of the glass while locking tension insides the core of the glass, making it
approximately four times stronger to impact than regular float glass.

Laminated glass

Laminated glass is made from at least two glass panels with an interlayer. The interlayer is usually
made of plastic or is resin based. Laminated glasses can be made from two float panels, two

34
toughened panels or a combination thereof. When tested for conformity laminated safety glass is
allowed to break under impact but must not allow the impacting body to penetrate the panel.

In the United Kingdom it is toughened glass that is predominantly used. Laminated and toughened
glass use is growing in particularly on high rise buildings. Whereas in Europe single pane
toughened glass is not allowed. Only laminated glass is allowed.

Communal Balustrades

The unprotected edges of flat roofs, patio areas and any drop greater than 0.6 metres (60 cm or
600 mm) in height should be protected by a balustrade constructed to a similar standard to that
required for a balcony. This includes stairwells and stairs although the height required for the
balustrade protecting the actual stairs is 0.9 metres (90 cm or 900 mm). Where windows are
situated directly opposite the bottom of any flight of stairs, the glazing of the windows should be
made of suitable strength and should be securely fitted in their frames.

Handles should be provided on both sides of balcony and patio doors to ensure that they can be
opened easily from either side when unlocked.

4.2 Low Windows

Low level windows can also present a risk of falls from height and as a safety precaution, some
windows, due to their location and size, may need to have safety opening mechanisms to prevent
them from being opened wide. In order to provide protection from falling for children, opening
windows should have sills that are at least 0.8 metres (80 cm or 800 mm) high when measured
from the floor inside the room. Where this is not the case, a guard rail should be provided inside
the window at a height of 0.8 metres (80 cm or 800 mm). Alternatively, a restrictor device can be
provided to stop the window from opening more than 0.1 metres (10 cm or 100 mm).

4.3 Lifts

During a fire, there is a danger that lift cars could stop at the floor involved in the fire and that the
doors open exposing any occupants of the car to the fire. People should be advised that the lifts
should not be used in the event of fire and a pictorial sign stating "Do Not Use the Lift in The Event
of Fire" should be provided and sited at the entrance to each lift on each floor.

In some lift cars, it is possible that carelessly discarded smoking materials could fall out of the cars
and into the lift shaft. If this happens there is a danger that combustible materials and grease etc.
in the lift shaft could be ignited. For this reason, smoking in the lift cars should be prohibited and a
pictorial sign stating “No Smoking” should be provided and sited at the entrance to each lift on each
floor.

It is not necessary to provide the “No Smoking” signs if the whole building is non-smoking.

There is a danger that children using the lifts unsupervised could be injured by the doors as they
open and close automatically, or could become trapped in the lift car in case of a fault. A pictorial
sign stating “No Unaccompanied Children” should be placed outside each lift on each floor.

35
In older building types, lift cars that are open on one or two sides are sometimes found. The risk of
this design is that the walls on the unprotected sides of the cars are exposed and as the lift cars
ascend or descend creates a “moving wall” effect. It may be possible for clothing or even limbs to
be trapped between the lift car and the wall.

In order to remove this risk, the unprotected sides of two or three sided lift cars should be fitted
with internal doors, controlled in such a way, that the lift will not operate unless the inner doors are
closed fully. Until this can be achieved, a conspicuous warning notice should be provided both at
the entrance to each lift car and inside each lift car stating, ‘danger keep clear of moving wall’.

The floor of all lift cars should be level with the floor outside when stopped. If this is not the case,
there is a risk that people entering or leaving the risk car might trip. If necessary, the lifts should be
serviced by a lift engineer, to ensure that the lift cars are level with the floor outside when stopped.

In case of lift breakdown, a "stop" control button and an audible alarm with an alarm button inside
the car, or an emergency communication device, should be provided inside each lift car.

Unless emergency lighting is provided, if a failure of the lifts should coincide with a failure of the
mains electrical supply the inside of the lift cars would be in darkness, which may cause panic for
those inside the lift car. For this reason, emergency lighting consisting of self-contained units,
constantly trickle-charged by the mains electrical supply, should be provided within each lift lobby
and each lift car. The emergency lighting should operate on the failure of the relevant, local lighting
circuit and not only on the failure of the mains supply.

Effective advance arrangements should be put in place for releasing persons shut in lifts. In this
respect, the local fire brigade should be consulted, as they may be able to assist.

Lifts should be serviced in accordance with the manufacturer’s instructions and service doors should
be kept locked at all times when not in use.

4.4 Beds

Bunk Beds. Bunk beds must be in a good state of repair, stable and with no sharp edges. The top
bunk of a bunk bed should not be used for a child under 6 years old. Guard rails should be screwed,
bolted and firmly secured and ideally provided on both sides to prevent risk of falls and entrapment
between the bed and any adjacent wall. Guard rails should be extended to a minimum of 26 cm
(0.26 m or 260 mm) above the mattress surface to prevent a child from rolling off

Ladders giving access to the beds should be fixed in place and should not move or sway when
climbed. The ladders should have step treads that are at least 3 cm (30 mm) deep and each step
should be at least 20 cm (0.2 m or 200 mm) apart. Although some ladders are detachable it is
recommended that ladders should be firmly fixed in place as a permanent feature.

The mattresses should fit snugly in the base of each bunk bed, with no gaps between the mattress
and the headboard or footboard. The distance from the top of the mattress to the top of the guard
rails should not be less than 10 cm (0.1 m or 100 mm). To avoid entrapment, there should be no
gaps in the sleeping surface of the bed (the part of the bed on which the mattress sits) that is more
than 7.5 cm (75 mm). For the same reason, there should be no gap in any other part of the bed that
is less than 6 cm (60 mm) or more than 7.5 cm (75 mm). The only exception is where a gap is

36
provided in the guardrails to allow access to the sleeping area. In this case, a larger gap is permitted
but this gap should be at least 30 cm (300 mm) wide.

Folding Bunk Beds. Bunk type beds that fold against the wall generally fall into two types.

 Hinged at one end: As the bed is opened, the legs that support the lower bed open
automatically to support it. A ladder that supports the foot of the upper bed has to be
manually located onto the base of the lower bed. This is not ideal as, if the ladder is not
correctly located, the upper bed may collapse onto the lower bed resulting in injury. The
collapse of the upper bed could also place additional load on the fixings that hold the cabinet
or frame to the wall.

 Hinged along one side: When this type of bed is opened, the legs supporting the bottom
bed, fold automatically into position. When the upper bed is deployed, the mechanism
supporting the upper bed automatically locks into place.

The preferred type of beds is those that have cabinets or frames without a back, as if a collapse
does occur, there is less chance of persons being trapped on the bed.

Wall beds (Murphy beds). Wall beds, pull down beds, or fold down beds are beds that are hinged
at either one end, or along one side, so that they store vertically against the wall, often inside a
cabinet. The mattresses of the beds are fixed to the bed frames to ensure that they stay in place.
The beds may be single, double, or even bunk beds. The cabinets that are often used to enclose and
conceal the beds when folded against the wall, may partially encase the beds with sides and a top
but with no back on the frame so that the wall is visible when the bed is in the down position.
Alternatively, the frame may also have a back so that the bed is fully encased and the wall is
concealed when the bed is down.

The following standards apply:

 Cabinets or frames should be securely fixed to the wall using the correct fixings as specified
by the manufacturer.
 The supporting legs should fold down automatically into position to support the bed. If the
supporting legs do not fold automatically into position, it is possible that incorrect
positioning of the legs could compromise the stability of the bed and the cabinet or frame.
 A spring loaded pivot, or a ram, is sometimes used to counterbalance the weight of the beds,
making it necessary to pull down on the bed to open it. This in itself can put additional load
on the fixings which hold the cabinet or frame to the wall.
 If, as the bed is opened, it gently lowers itself, supported by a ram, this should not place any
additional force on the fixings.
 Instruction for use notices should be provided. The notices should detail the safe operation
of the beds including; how to fold them up and down, the need to ensure that bed legs are
secured in place and the correct use of locking devices. (The instructions will vary as they
should be specific to the particular type of bed in use).
 There should be a regular maintenance procedure in place to ensure that the beds are
functioning correctly and that all fixings are in place and the beds are suitable for use.

Note: Unless they are correctly fixed, there is a danger that the cabinets or frames may come away
from the walls and collapse onto the beds trapping and injuring persons lying on the bed. If this

37
happens and the cabinet or frame is of the type with a back, persons lying on the beds may be
trapped and unable to escape.

4.5 Bedrooms and Bathrooms

Bedrooms and bathrooms should be maintained in a safe, hygienic and functional condition and
be free from mould, damp and damage. Regular maintenance checks should be carried out in
bedrooms and bathrooms to identify any significant decline in the standards of the structure,
fabric and facilities. Procedures should be in place to replace damaged items and records of
actions taken should be retained.

The following standards apply:

 Hand basins, baths, shower trays and toilets should be clean and free from cracks.
 Showerheads and taps should be free from rust, scale and sediment.
 Bathroom and bedroom fixtures and fittings should be secure.
 Loose or broken tiles should be repaired or replaced.
 Electrical plug sockets should not be provided in bathrooms, with the exception of shaver
points,
 Where hairdryers are provided in the bathrooms, they should have permanently wired flexes
and fitted with a suitable RCD device.
 Suitable locks should be provided on all windows and balcony/patio doors in bedrooms and
apartments.

Communal Areas – Slips, Trips and Falls

In order to reduce the possibility of people being injured in slips, trips and falls in communal areas,
including the reception, corridors, stairs, bars, lounges, restaurants etc., potential trip hazards
including worn or badly fitted carpets anywhere within the property should be reported by staff to
the relevant maintenance department and remedial action taken to reduce prevailing risks.
Consideration should also be given to highlighting the leading edge of stairs and steps, and other
changes of level as well as the unprotected edges.

External areas around the property should also be clear of slips, trips and fall hazards, for example,
uneven paving slabs, pool sides or where weather conditions such as ice could make the area
slippery. Man holes and tanks covers should be secured and kept out of the reach of customers,
and when in place, should not present a trip hazard.

There is also a risk that people may fall and injure themselves when floors are slippery for any
reason, for example due to cleaning or spillages. Whenever floors are slippery, warning notices
highlighting the hazard should be displayed in the area. Examples include, “Caution Cleaning in
Progress” and “Caution Slippery Floors”. Where carpets have been cleaned adjacent to
marble/ceramic floors, using water based detergents, clear signage warning of the hazard presented
by the transference of moisture on the soles of footwear must be displayed.

The risk of slips, trips and falls can also be reduced by ensuring that there is adequate lighting at all
times. There may be areas within a building where the natural lighting is inadequate even during
the hours of daylight and these areas should be clearly illuminated by artificial lighting at all times.

38
Similarly, many areas that are adequately lit by natural daylight, must be clearly illuminated by the
artificial lighting system during the hours of darkness.

4.6 Glass Doors and Panels

Full length glass panels in circulation routes and in other areas of the building such as patio and
balcony doors can be dangerous as there is a chance that people will walk into them because it may
not be obvious that they are there. Wherever full length glass panels are in place throughout the
building they should be made obvious by placing warning strips, identifying stickers or anti-collision
motifs on them. In order to protect both adults and children, the warning strips, stickers or motifs
should be provided at adult eye level, approximately 1.5 metres (150 cm) from the floor, and at
child eye level, approximately 0.8 metres (80 cm or 800 millimetres) from the floor.

The risk of injury from collisions with full length glass panels and doors can be further reduced by
ensuring that the glazing is of adequate strength and stability. All glass fittings and doors must be
constructed of suitably robust materials and compliant with at least local standards; and where
these aren’t deemed adequate, consideration should be given to installing toughened glass panels.

4.7 Emergency Response and Incident Management

Accommodation providers and managers have a duty of care to all customers, staff and visitors
and to this end, have a responsibility to implement emergency procedures and manage incidents
efficiently and effectively, should one occur. The emergency procedures must include clear
instructions, escalation and reporting chains, emergency contact numbers including the local
emergency services, contingency plans for alternate accommodation, the distance to the nearest
medical facilities be they on site or off site and the approximate emergency response times.

The documented emergency procedures should cover incidents associated with the below:

 Customer related accidents/incidents e.g. balcony falls, drowning, etc.

 Fire e.g. the action in case of fire, specific fire prevention duties relating to the property, staff
training and maintenance of equipment.
 Power failure e.g. the action in case of power failure, backup power supplies, location of
torches/flashlights.
 Natural disasters e.g. the action in the event of a hurricane, earthquakes, flooding, etc.
 Security incidents

The documented procedures should identify the clear roles and responsibilities of staff who will be
managing the incident. All staff (including owner-occupiers and family members) should be trained
to ensure that they are capable of implementing the emergency procedures for the property and
any training received should be documented and include the names of each participant, the date,
subject matters covered and the details of the training provider.

The emergency procedures and response times should be reviewed in light of any changes in
process.

4.8 Medical and First Aid Facilities

39
Small accidents to both staff and customers can occur and lead to slight injuries. For this reason,
there should be at least one member of staff trained in First Aid on duty at all times. Wherever
possible, arrangements should also be made with a local doctor who is willing to come to the
property in the event that someone is taken ill.

Incident and Accident Reporting. It is important that the accommodation providers take proactive
measures to reduce the occurrence of accidents or near misses. Should an accident occur, details
of the accident or near miss should be documented with details of any corrective action taken to
remedy the cause.

Tour operators may wish to carry out an investigation into why the incident happened and to
establish any corrective action that has been taken by the accommodation provider to ensure a
similar incident does not re-occur. Any incident which occurs at the property involving customers
or staff, should be reported to the travel provider.

4.9 Leisure Facilities

Gymnasiums. All recreational facilities should be installed in accordance with the manufacturer’s
instructions, and should be regularly checked and maintained in full working order.

The accommodation provider should conduct a risk assessment for the use of the gymnasium. The
risk assessment should identify provisions for a maintenance programme, rules of use, restrictions,
hygiene procedures etc. Further guidance on the hygiene procedures that need to be implemented
to mitigate the risk of skin infections is at Annex A.

All gym/exercise equipment (exercise bikes, treadmills, etc.) should be maintained in good
working condition in order to prevent accidents relating to equipment use. All equipment should
be maintained in line with the manufacturer’s guidelines.

Safety warning signs and instructions regarding the use of the facilities and equipment should be
in English and all other main languages, sited in prominent locations in the gymnasium and should
detail the following;

 Details of age restrictions (i.e. children should not use the gymnasium),
 Action to be taken in the event of an accident or emergency,
 Any specific rules of use – no glass bottles/glasses, no horseplay, no wet bathing suits or bare
feet, etc.,
 Level of supervision - If there is no supervision in the gymnasium, the users should be made
aware of this and the safety notice should also include ‘use equipment at your own risk,
gymnasium not supervised’.

The following aspects are to be considered:

Gym Equipment (Fixed & Free)

 The periodic maintenance of equipment,

 Equipment servicing arrangements,
 General condition of the equipment being provided,
 Frequency of internal/external inspections,

40
  Check competency, skills and suitability of those performing the checks,
 Consider the age of equipment, and signs of any wear and tear.

Supervision of Users

 Continuous manning of the facility during all operational periods,

 Staff qualifications and training received,
 Control of access to the gymnasium facilities,
 Operating procedures in place,
 Continued Professional Development of Staff,
 Any user special needs requirements identified i.e. disabilities, to be considered.

Access

 Prevention of unauthorised use and a monitored admission system in place,

 Security features implemented,
 Supervision of gymnasium access or manned reception,

User Injury

 Induction training provided,

 Users lack of familiarity with gym equipment,
 Qualifications of staff & supervisors employed in the gymnasium,
 Provision of guidance signage to remind users on the use of equipment following induction.

Organised Exercise Sessions / Classes

 Consider quality of fitness instructors and their mentoring systems,

 Qualifications of instructors, appropriate instructor to member ratios maintained,
 Class sizes limited by supervision ratio and space available,
 Confirm suitability and qualifications of 3rd party fitness instructors. Check qualifications and
as applicable, insurances held, i.e. ensure current and valid,
 Instructing inexperienced participants requires enhanced vigilance and awareness on the
part of the instructor,
 Records of instructor qualifications, licences and insurance documented and retained for
inspection,
 A code of practice that instructors are required to adhere to should be devised,
 The leisure facility should set criteria for appointing Instructors and ensure they comply with
the specific standards set.

The Management responsibilities extend to:

 Familiarising all management and staff with the Risk Assessment of the activities undertaken
and ensuring all recommended risk control measures are in place,
 Visual inspection of the facility or equipment to be used prior to commencing activities to
ensure they are safe,
 Ensuring participants are aware of the risks associated with the activities and comply
accordingly,
 Ensuring participants adhere to the gymnasium Codes of Practice and the Safety Guidelines,

41
  Providing a high standard of leadership and instruction at all times,
 Ensuring participants use all relevant safety equipment,
 Initiating the gymnasium emergency procedures if necessary and recording all incidents and
near misses.

Safety

 Ensuring the Safety Policy is current,

 Ensuring the gymnasium Safety Policy and Procedures are displayed,
 Confirming Risk assessments are up to date and that any new equipment has been similarly
assessed,
 Displaying the current Codes of Practice/ instructions as applicable,
 Implementing emergency procedures training,
 Providing adequate training or accreditation of fitness staff,
 The periodic and timely dissemination of safety information,
 The management of appropriate training including first aid/AED/Fire warden etc.

Management of Activities

 Ensuring fitness instructors have adequate knowledge or qualifications for the role that they
undertake,
 Raising the awareness of fitness instructors of the gymnasium safety policies and
procedures.

Equipment

 Producing an annual inventory of gymnasium equipment,

 Providing safe storage for all equipment,
 Implementing the correct maintenance procedures, using contractors where appropriate, in
accordance with manufacturer’s guidelines,
 Maintaining records of safety checks, including electrical equipment,
 Ensuring loaned equipment is returned in safe working order,
 Removing damaged and unsafe equipment immediately,
 Ensuring the equipment is appropriate for the level of participation and the participant,
 Ensuring equipment is not used by unskilled or unsupervised participants,
 Initiating disciplinary procedures for staff and guests who disregard safety policies,
 Ensuring that safety procedures are implemented, reviewed annually and amended where
necessary,
 Inspecting equipment, maintenance logs, safety records and accident report forms,
 Monitoring gymnasium staff’s compliance with safety policies and procedures.

Safety Action Plan

Annually, the gymnasium manager should complete a safety action plan that arises from the
collation of daily, weekly and monthly audits. The action plan will provide a starting point for
assessing the management of Health and Safety within the gymnasium and provide direction for
effecting improvements.

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Safety Inspections and Audits

Managing and monitoring the gymnasium health and safety policies and procedures to ensure that
they are being adhered to. All audits and inspections should be recorded and copies retained.

4.10 Saunas & Steam Rooms

Sauna. A sauna is an insulated enclosure, almost invariably constructed of wood, with benches
inside and with some method of producing heat, e.g. a stove. Unlike a steam room, saunas use a
dry heat. The temperature in a sauna should be maintained between 80°C (176°F) and 100°C
(212°F) and a thermometer gauge should be provided and located on the inside of the sauna unit
where it is clearly visible to users.

The sauna should be designed in such a way that the possibility of users being burnt or scalded is
eliminated. All hot surfaces in the saunas including hot coals, the heater unit, pipes and other
surfaces and components that could cause burns or scalds should be covered or guarded. The
guarding of the coals and heater unit should extend at least 15 cm above the coals and heater
unit. The coals used in the sauna should be only those recommended by the sauna manufacturer.
The coals should be replaced at regular intervals, as recommended by the sauna manufacturer,
depending on the amount of usage.

A clock or timer should be provided in the sauna or steam room in a clearly visible position so that
users can monitor the length of time they spend in the sauna. A method of sounding an alarm
should be provided in the sauna or steam room so that users can summon assistance in an
emergency.

Steam Room. A steam room is an enclosure made of an impervious material with steam
generating equipment. Unlike a sauna, a steam room uses a wet heat, with a humidity of between
80% and 100%.

The temperature in a steam room should operate at up to 50°C (122°F). The temperature should
be controlled by a thermostat and a thermometer gauge should be provided and located on the
inside of the steam unit where it is clearly visible to users. The temperature of the steam room
should be monitored. A clock or timer should be provided in the steam room in a clearly visible
position so that users can monitor the length of time they spend in the steam room. As with
saunas, a method of sounding an alarm should be provided in the sauna so that users can summon
assistance in an emergency.

The temperature of a steam room should not exceed 50°C (122°F) and there should be a means of
ensuring that this temperature is not exceeded. All hot surfaces in the steam room including the
heater unit, steam outlet pipes, other pipes, surfaces or components that could cause burns or
scalds should either be out of reach of customers, covered or guarded.

There should be warning notices clearly and prominently displayed in the sauna/steam room area
to advise customers of the following:

 The maximum time limits for use,

 Pregnant women, those with high blood pressure, heart,
 conditions and other related medical conditions should not use the facilities,

43
  The temperature of the sauna/steam room,
 Details of age restrictions,
 The action to be taken in the event of an emergency.

It is recommended that facilities such as steam rooms and saunas should be checked every half an
hour when in use. The sauna or steam room door must have an internal handle to allow guests to
exit the room when required. There should be a method of monitoring the temperature in the sauna
or steam room. Ideally there should be a thermometer gauge located inside the unit. If this is not
fitted, the temperature inside the unit must be checked regularly and in accordance with usage and
a log maintained of the temperature.

The sauna or steam room should be adequately illuminated in order to prevent trip hazards and to
enable the users to see the exit door and any signs and instructions clearly. There should also be a
documented cleaning schedule in place for the regular cleaning of saunas and steam rooms. The
floor surface of the sauna or steam room should be constructed of non-slip material in order to
prevent injuries relating to slips and trips.

Hygiene in Steam Rooms, Saunas and Pools

While using these facilities, users should be encouraged to:

 Use a towel or clothing to act as a barrier between the benches and bare skin,
 Shower before and after use of the facilities.

Staff should be encouraged to:

 Clean and disinfect frequently used surfaces at least daily or when visibly soiled,
 Consider painting wood benches with a non-slip water-proof paint or varnish to seal and
smooth the surface, facilitate drying, and reduce areas where bacteria may grow,
 Use a recommended disinfectant (e.g. chlorine or other halides) for swimming pools, spa
pools and other basins or tanks used for immersion by multiple patrons,
 Ensure spa pools used for single-use immersion are flushed through, cleaned and rinsed after
each user, using the recommended disinfectant,
 For non-porous surfaces (e.g. tile, stainless steel, epoxy, and linoleum), ensure a detergent
disinfectant suitable for the type of surface being treated is used. A dilution of household
chlorine bleach may be suitable, according to manufacturer’s instructions,
 For wood surfaces, scrub and disinfect with a dilution of household chlorine bleach according
to manufacturer’s instructions. Bleach solutions should be left on surfaces for at least 10
minutes to achieve maximum disinfection,
 If bleach is used, cleaning and disinfection should be done at room temperature and surfaces
should be rinsed well before re-starting the heat to prevent breathing difficulties and
irritation of the eyes.

4.11 Viral and Bacterial Infections

PVL-Staphylococcus aureus

Staphylococcus aureus (SA) is a type of bacterium commonly found living on healthy skin. It
particularly likes moist surfaces of the body, such as the nostrils, armpits and groin. People carry

44
many different strains of SA, some causing more infections than others. Some strains can produce
the Panton-Valentine Leukocidin (PVL) toxin which was named after Doctors Panton and Valentine
first found this chemical that can kill white blood cells; hence ‘leukocidin'.

These strains commonly cause boils or skin abscesses and are occasionally associated with more
serious infections of the lungs, blood, joints and bones. Some strains of methicillin-resistant
Staphylococcus aureus (MRSA) present in the community can also produce PVL toxin.

Impetigo

Impetigo is a common and highly contagious skin infection that causes sores and blisters. It's not
usually serious and often improves within a week of treatment.

There are two types of impetigo:

 non-bullous impetigo, which typically affects the skin around the nose and mouth, causing
sores to develop that quickly burst to leave a yellow-brown crust
 bullous impetigo, which typically affects the trunk (the central part of the body between the
waist and neck), causing fluid-filled blisters (bullae) to develop that burst after a few days to
leave a yellow crust

Both types of impetigo may leave behind some red marks when the crusts have cleared up, but
these will usually improve over the following days or weeks.

Preventing Skin Infections Spreading

The advice below can help to prevent the spread of the infection to other people or to other areas
of the body. Individuals are advised:

 To stay away from communal areas until the sores have dried up, blistered or crusted over,
or until 48 hours after starting treatment,
 Not to share flannels, sheets or towels with anyone who has impetigo, and ensure they are
laundered appropriately,
 To wash the sores with soap and water, and cover them loosely with a gauze bandage or
clothing if possible,
 To avoid touching the sores, or letting others touch them, whenever possible.
 Not to scratch the affected areas. It is advisable for individuals to keep nails clean and short
to reduce the risk of further damage caused by scratching,
 To avoid contact with newborn babies, preparing food, playing contact sports, or going to
the gym until the risk of infection has passed (when the rash has crusted over, or after at
least 48 hours of treatment with antibiotics).
 To wash hands frequently, particularly after touching infected skin,
 To launder washable toys, wipe non-washable soft toys thoroughly with a cloth that has
been wrung out in detergent and warm water and allowed to dry completely.

Standard Hygiene Precautions

The accommodation and facilities management are responsible for ensuring basic training for staff
in hygiene, and maintenance of equipment. While on the premises staff, clients or visitors should

45
follow the management's procedures on infection control. All premises should be encouraged to
have a policy which includes a statement that individuals with boils, open sores or cuts which cannot
be contained by a dressing should be excluded until the wound has healed. The following standards
apply:

 The management should ensure that access to basic hand washing facilities is provided.
Liquid soap, warm running water and paper handtowels are recommended. Where hand
towels are not available, hot air dryers can be used,
 It is the responsibility of each individual using the premises to ensure that they use the hand
washing facilities before entering and when leaving, or any time when hands are visibly
soiled,
 Staff must keep skin lesions (e.g. boils, open sores, or cuts) covered with a clean dry dressing.
If fluid seeps through the dressing and it cannot be contained, exclusion of the individual is
advised until the wound has healed and treatment or decolonization has begun,
 Personal items (e.g. towels, robes etc.) should not be shared; they can be used by others
only after laundering,
 Soap, razors, toothbrushes and water bottles should never be shared,
 A barrier (e.g. a towel or a layer of clothing) between the skin and shared equipment should
be used,
 If there has been substantial skin-to-skin contact with another person or communal gym
equipment has been used, users should take a shower and arrange for the equipment to be
cleaned and disinfected.

Shared Equipment (e.g. Exercise Machines)

While using shared equipment on the premises, users should be encouraged to:

 Use a towel or clothing to act as a barrier between surfaces of shared equipment and bare
skin;
 Wipe surfaces of equipment with disinfectant before and after use, especially if the surface
has become wet with sweat.

Staff should be encouraged to:

 Provide hard surface detergent wipes for users of the equipment and encourage use before
using equipment,
 Check with equipment manufacturers for recommendations on the appropriate cleaning and
disinfection of their products,
 Clean shared equipment surfaces at least daily and when visibly soiled,
 Disinfect shared equipment surfaces with a detergent disinfectant according to
manufacturer's instructions,
 Management should ensure that staff have access to a good standard detergent for cleaning,
 Repair or dispose of equipment and furniture with damaged surfaces that cannot be
adequately cleaned. Frayed and damaged surfaces are an infection risk; proper upkeep of
equipment is critical to prevent spread of infection,
 Ensure that there is a policy for regular environmental cleaning,
 Managers should ensure staff receive appropriate training in general cleaning of the
equipment and the environment.

46
Use of Disinfectants on Surfaces

 Staff should be fully trained in disinfectant use,

 Check the product's label to ensure that the disinfectant is suitable for the type of surface
being treated (e.g. vinyl, cloth, plastic or wood),
 Ensure that the disinfectant is diluted to the correct strength and that this working solution
remains on the surface of the equipment for the recommended contact time and it is rinsed
off thoroughly after cleaning,
 Unused working solutions of disinfectant should not be stored for later use; they can be
further diluted and poured down the drain or preferably, disposed via local chemical waste
arrangements. Disposable wipe cloths can be discarded as a routine solid waste.
 If a bleach-based solution is used, it must only be used on appropriate surfaces to reduce
risk of damage to equipment and other surfaces. It must be diluted correctly and must rinsed
off thoroughly afterwards.

Laundry

Staff in facility laundries should be encouraged to:

 Wash shared linens (e.g. towels, sheets, blankets, or uniforms) using a hot wash (60°C) where
possible,
 Use laundry detergents according to the manufacturer's instructions,
 Distribute towels, uniforms, etc. only when they are completely dry,
 Wash hands after handling dirty laundry.

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Section 5 - Child Safety

5.1 Cots

Cots should be well maintained and in a good state of repair with no sharp edges on which a baby
or child could injure themselves. They should be regularly cleaned to ensure that they remain
hygienic.

Any cots that have loose or broken parts, or sharp edges, should be taken out of use immediately
and should not be brought back into use until the defects have been rectified.

In order to ensure that a baby or small child cannot easily fall out of the cot, the top of the cot rails
should extend to at least 0.5 metres (50 cm or 500 mm) above the top surface of the cot mattress.
Any gaps in the cot rails should not be large enough to allow a sphere of 0.1 metres (10 cm or 100
mm) to pass through them. It is possible for gaps to pose an entrapment risk if a child pushes
their head through them. Larger gaps may allow a small child to pass right through the rails.

Cot mattresses should fit snugly into the base of the cot with no gaps between the mattress and
the sides and ends of the cot. In the interests of cleanliness and hygiene, the mattresses should
have a waterproof, wipe clean surface. Any mattresses that are split or torn should be taken out of
use immediately.

If cots are fitted with wheels or castors, the wheels or castors should be lockable to ensure that
movement of the baby or child in the cot cannot cause the cot to move.

5.2 High Chairs

Highchairs provided for use by babies and small children should be of the traditional freestanding
types that stand on the floor. Highchairs of the type that clip onto the side of tables should not be
used as these may become detached, allowing the chair and the baby or child to fall to the floor.

The highchairs should be provided with fixing points and harnesses so that babies and small
children can be safely fastened into them.

Highchairs should be well maintained and in a good state of repair with no sharp edges on which a
baby or child could injure themselves. They should be regularly cleaned and sanitised to ensure
that they remain hygienic.

Any highchairs that have loose or broken parts, or sharp edges, should be taken out of use
immediately and should not be brought back into use until the defects have been rectified.

If highchairs are fitted with wheels or castors, the wheels or castors should be lockable to ensure
that movement of the baby or child in the highchair cannot cause the highchair to move.

5.3 Children’s Clubrooms – Procedures for Operation

There should be written procedures for the operation of the children’s club, covering all aspects of
administration, ratios, age groups, procedures for children with special needs, arranging and

48
structuring activities, procedures for moving children outdoors, dealing with illness, security,
safety, food allergies and emergency procedures. The documented procedures should be available
for inspection and updated as required and reviewed prior to each season or annually, as
applicable.

The procedures should include:

 A documented parental guidance notice that is issued to parents at the time of registration,
which specifies the procedures, rules and regulations of the club,
 Notification that each child should be accompanied to and from the club by a
parent/guardian or nominated responsible adult. Children should not be allowed to leave
the club until the parent or nominated adult arrives to collect them.
 A procedure for signing children in and out of the club by a parent/guardian or other
nominated adult (advised in writing in advance by the parent). Children who arrive at the
club unaccompanied should not be permitted to attend and the parents notified,
 When their children attend the club sessions, parents should provide their contact details,
including mobile phone number, and their location for the duration of the session,
 Parents should notify the Children’s Clubroom staff of any concurrent illness, allergies or
food intolerances that their children are suffering or susceptible to.
 Children’s Clubroom staff providing meals or snacks should undergo food hygiene training
commensurate with the level of catering being provided,
 Children’s Clubroom staff being made aware of children with food allergies or intolerances
should take the necessary precautions to prevent harm to children,
 Parents and children should be made aware of the emergency procedures in case of fire,
illness, etc.
 Parents should provide their child with the relevant protection against the sun e.g. sun block,
sun hat, shirt.
 If children are to be transported in vehicles, written permission should be sought from the
parents in advance of the activity.
 Where children are transported in vehicles, there should be a documented procedure
available covering; security, staffing and boarding and disembarkation procedures.
 Written procedures or restrictions to control the taking of photographs of the children and
if photographs are to be taken, permission should be sought from the parents in advance.

Records

A detailed Registration Form for each child should be completed prior to the first day of
attendance. The following information should be recorded on the form;

 Parents’ or guardians’ names and contact details,

 Accommodation details e.g. room number and booking reference number,
 Consent for the child’s participation in specific activities,
 First aid, medical and dietary requirements,
 Sleep patterns, comforters and other soothers,
 Confirmation that the child is free from illness.
 Dates of travel.

A general log book should be kept of each children’s club session. This should highlight:

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  How many children and staff were present,
 The activities of the day,
 The weather conditions,
 Accidents or incidents that may have occurred during the club session.

In nurseries, individual logs for the children are recommended and should include:

 Details of feeds,
 Nappy changes,
 sleeping periods
 Accidents or incidents that may have occurred during the club session.

Emergency Procedures

There should be a documented emergency procedure, including specific action to take if a child is
missing. In case of an emergency, there should be a method of communication provided for the
children’s club e.g. mobile phone, direct-dial telephone, radio communications and signal or a
telephone link to reception. Where appropriate, children should be informed of relevant safety
and emergency procedures on their first day at the club.

Incident Reporting

All accidents and incidents should be documented and investigated. The below details should be
recorded;

 Child’s full name

 Booking reference number
 Accommodation details
 Date of accident/incident
 Circumstances, injuries sustained
 Treatment administered
 Action taken
 Names and statements of witnesses together with their contact details.

Prevention of Spread of infection

Staff operating the children’s club should be trained in the prevention of spread of infection
procedures and cleaning and sanitising procedures (please refer to section 13).

 Staff should be medically screened at the start of the season and be aware of the need to
report any sickness and adhere to the exclusion period.
 Systems should be in place to ensure that parents confirm that their child is free from
sickness when attending each day.

Children’s Club Staffing Requirements

The children’s club should be supervised at all times by staff with appropriate qualifications and
skills in childcare and there should be at least two members of staff on duty at all times who are
qualified. Details of staff on duty at each club session should be recorded and the records made

50
available for inspection. At each session there should be at least one member of staff who is
trained in first aid.

There should be a formal vetting procedure, dependent on local and national requirements, to
screen staff for their suitability to work with children. UK staff employed in childcare duties should
have UK DBS checks.

Children’s Clubroom - General

The location of the children’s club should be safe, away from hazards such as vehicle traffic, risk
rooms, etc. Egress and access routes should be suitable for the age of the children using them and
consideration should also be given to the evacuation of very young children and babies where
applicable. In order to ensure easy access and egress from the children’s clubroom, whenever
possible the clubroom should be located on the ground floor.

The clubroom should have a minimum of 35 metres of usable floor space. This amount of usable
floor space will provide sufficient space for 20 children to play. In any case a minimum of 2 sq. m
of space per child should be available and a maximum occupancy should be established according
to the space available.

To reduce the risk of injury within the clubroom, there should be no sharp or protruding corners or
edges on furniture, fixings and fittings within the clubroom. If there are, this equipment should be
replaced with alternative equipment with rounded edges and corners. Any shelving and fittings,
between the height of 1 metre and 1.5 metres above the floor, on the walls of the children’s
clubroom should be removed. Additionally, child size tables and chairs and soft type furnishing are
preferred in the clubroom. A method for the secure storage of all materials and equipment used in
the children’s clubroom should be provided such as lockable dedicated cupboards or a purpose
lockable storage room.

To reduce the risk of injury from slips, trips and falls, a non-slip floor surface should be provided in
the children’s clubroom. Staff should be encouraged to report (as part of the agreed maintenance
plan) any worn or badly fitted carpets, or any other potential trip hazards within the clubroom.
Where any worn or badly fitted carpets or any other trip hazards are found, they should be
removed, repaired or replaced to eliminate or reduce the hazard.

The risk of trips and falls within the clubroom can also be considerably reduced by ensuring that
there is adequate natural lighting at all times within the clubroom. Where this is not the case, the
natural lighting in the clubroom should be improved by the provision of additional windows, or
other sources of natural light.

For the comfort of children using the children’s clubroom, the temperature within the clubroom
should be maintained at a comfortable level, neither too hot or too cold, at all times and where
necessary air conditioning and/or heating should be provided.

In order to ensure a pleasant atmosphere for children, the walls in the clubroom should be free of
damp, clean and freshly painted. If this is not the case, the walls should be treated to remove any
damp patches, painted and cleaned as necessary.

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As in any other area, full length glass panels in children’s clubrooms can be dangerous because it
may not be obvious that they are there and there is a chance that people may walk into them or
children, in particular may run into them. If the glass was to shatter, this could lead to serious
injury.

Wherever full length glass panels, including patio type doors, are in place in the clubroom they
should be made manifest or obvious by placing warning strips, identifying stickers or anti-collision
motifs on them. In order to protect both adults and children, the warning strips, stickers or motifs
should be provided at adult eye level, approximately 1.5 metres (150 cm or 1500 mm) from the
floor, and at child eye level, approximately 0.8 metres (80 cm or 800 millimetres) from the floor.

The risk of injury from collisions with full length glass panels and doors can be further reduced by
ensuring that the glazing in the clubroom is of adequate strength and stability. Due to the absence
of an internationally agreed marking system for glass it is not generally possible to check the type
of glass or its thickness without specialist equipment. This can only be established with certainty
by a glazing specialist. All the glass present in the children’s club should be safe and in good
condition, without cracks or chippings, properly fitted in its frame. If any glazing appears loose in
its frame, however, this indicates a problem and the glazing should receive attention from a
specialist.

All operable windows in the children’s clubroom that are accessible to children should be kept
locked shut, or should be modified so that any opening is limited to 0.1 metres (10 cm or 100
mm).

Any gaps in railings in, or near the clubroom, should not be large enough to allow a sphere of 0.1
metres (10 cm or 100 mm) to pass through them. Children are the most vulnerable in this area as
it is possible for gaps to pose an entrapment risk if a child pushes their head through them. Larger
gaps may allow a small child to pass right through the railings.

Where there are oversized gaps in railings, the railings should be modified to ensure that there are
no gaps that will allow a sphere of 0.1 metres (10 cm or 100 mm) to pass through them.

In order to ensure that any slight cuts or bruises that do occur can be quickly dealt with, a well-
equipped First Aid kit should be provided in the children’s clubroom. All items should be usable
and in date. The First Aid box should be out of reach for children. The contents of the First Aid box
should be well stocked and comply with local legislation

A telephone, or other method of communication, should be provided in the children’s clubroom,

so that assistance can be summoned in the event of an emergency, without staff needing to leave
the clubroom to do so.

A plan of maintenance must be in place to ensure all equipment and areas of public and staff use
are maintained in a safe condition. All maintenance should be carried out by suitably trained
personnel and documented. Regular checks should be carried out and documented by trained
staff to ensure the plan is implemented properly.

Children’s Clubroom Toilets

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In the interests of the comfort and safety of children using the clubroom, designated children's
toilets should be provided either in the children's clubroom, or in a location very close to and
visible from the clubroom.

The designated children's toilets should be regularly cleaned and maintained to ensure that they
remain in satisfactory condition.

Soap and hand drying facilities should be provided in the designated children's toilets. The towels
should not be of the roller towel type as these present a strangulation hazard if small children
become entangled in them. Any existing roller towels should be removed and replaced with paper
towels.

Children’s Clubrooms – Fire Safety

In case of an emergency, the doors from the children’s clubroom should be unlocked and available
at all times when the clubroom is in use. Any locks fitted for the security of the children should be
able to be overridden from the inside without the use of a key to allow immediate opening of the
doors.

The escape routes leading from the children's clubroom out to open air should be cleared of all
obstructions and storage to ensure that adults and children leaving the clubroom in an emergency
are not hindered in making their escape. The escape routes should be maintained clear of
obstruction at all times. If there is a requirement to evacuate very young children or babies, a
documented action plan should be put in place and the travel distances should be minimised. All
evacuation routes should be regularly tested.

A general purpose fire extinguisher, preferably a 9 litre water extinguisher, should be provided and
sited near to the exit from the children's clubroom. The extinguisher should be mounted on the
wall, with its handle 1.5 metres (150 cm or 1500 mm) above the ground so that it is out of the
reach of children.

In order to provide information to staff and parents in the children’s clubroom of the procedure to
be followed in the event of a fire, a notice outlining the "Action in case of fire” in English and other
relevant languages, should be provided and sited in a suitable location close to the exit from the
clubroom.

Ideally, a smoke detector linked to the fire alarm system should be provided in the children’s
clubroom. If linked detection is not provided, a domestic type smoke alarm should be provided in
the clubroom. The smoke alarm in the children’s clubroom should be tested monthly and repaired
or replaced as necessary to ensure that it remains in full working order.

Children’s Clubrooms – Electrical Safety

A plan of electrical maintenance must be in place to ensure all equipment and areas of public and
staff use are maintained in a safe condition. All electrical maintenance should be carried out by
suitably trained personnel and documented. Regular checks should be carried out and
documented by trained staff to ensure the plan is implemented properly.

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As electrical systems are major causes of fires it is important that the integrity of the electrical
system in the children’s clubroom is maintained, as well as elsewhere in the building. All staff
should be encouraged to report (as part of the agreed maintenance plan) any electrical defects
that they find. If there are any concerns as to the condition of any electrical appliances, games
machines, sockets, plugs and switches then they should be taken out of use immediately and
should not be brought back into use until any defects have been rectified by a competent and
qualified person.

The electrical installation within the clubroom should be checked annually, at the same time as the
installation in the remainder of the building, by a competent and qualified person, who should
provide certification to show that the installation is satisfactory.

In order to ensure that children cannot put their fingers into electrical sockets in the children’s
clubroom, all electrical sockets that are in reach of small children should be of the anti-tamper
type and blanked off with safety plugs or covers to prevent access by children.

External Play Areas

It is essential that the children's play area is located in a safe location away from hazards such as
traffic, bodies of water, electrical installations, etc. The children's play area should be provided
with a suitable un-climbable wall or fence, with lockable gates, to prevent children from
wandering away from the area and also to prevent animals from entering the area. The fence,
gates and locks should be maintained in good condition and any defects should be rectified
immediately.

In order to reduce the risk of injury to children if they fall from the play equipment, a soft surface
should be provided beneath all equipment in the play area.

The children’s play area should be cleaned regularly, preferably daily and all litter and rubbish
should be removed. If sand is used, then regular raking will be needed, ideally on a daily basis but
never less than weekly.

Children within the play area should be supervised at all times. As a reminder to parents, a
warning sign stating that 'Children Must Be Supervised at All Times' should be provided and
prominently displayed in the children's play area.

In order to prevent unauthorised use and possible damage to the equipment, the children's play
area should be locked at night.

All play equipment should be correctly positioned and well-spaced to allow free movement. It
should be regularly inspected and maintained to ensure that it remains in good condition. Any
defective equipment should be taken out of use immediately and not brought back into use until
all defects have been rectified.

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Section 6 – Fuel Safety
Fossil fuel appliances are installed in almost all tourist accommodation to provide essential
services, including, hot water, heating, laundry facilities, and heated swimming pools and spas. It is
recognised that the daily management of fossil fuel appliances will be the responsibility of the
‘engineering’ or ‘maintenance’ departments of the property, however, overall responsibility for
the safety of customers, staff and visitors is that of the accommodation manager.

The management are responsible for ensuring, appliances are adequately tested, periodically
checked and maintained. They must also ensure that these checks are recorded and the results
monitored to identify remedial actions that may be required. They management should also
ensure that staff who are employed to manage and maintain these processes receive the
appropriate training to undertake their role, and that there are documented procedures in place
that should be followed for the management of defects identified.

6.1 Fuel Appliances

All boilers, water heaters, heating appliances, open fires and associated pipes and flues
throughout the property should be installed by a competent engineer, be maintained in
accordance with the manufacturer’s instructions, operate correctly and be maintained in a
functional and serviceable condition.

Appliances that use any type of fossil fuel e.g. natural gas, LPG, coal, wood, pellets etc., can pose a
risk of carbon monoxide if they are not properly maintained. In addition, adverse weather
conditions or where an alteration to a building takes place, this may have a detrimental effect on
the safe operation of an open flued appliance. Also, the appliance may simply break down or the
flue could become blocked in between normal service visits, therefore regular maintenance is
essential.

It is important to note, that if a fossil fuel appliance is installed, serviced and adjusted correctly
and there is an adequate supply of fresh air, combustion should normally be satisfactory. When
the process of combustion is interrupted e.g. when there is insufficient air, or contaminated air,
incomplete combustion will occur and carbon monoxide could be produced.

6.2 Carbon Monoxide

Appliances running effectively will produce carbon dioxide and water vapour at a level at which it
generally is not harmful to humans. However, appliances that are not running efficiently produce a
toxic, colourless and odourless gas called carbon monoxide which can be fatal to humans in a
matter of minutes.

Appliances that use any type of fossil fuel e.g. natural gas, LPG, coal, wood can pose a risk of
carbon monoxide if they are not properly maintained. Carbon monoxide can enter properties via
flues, chimneys, openings, gaps and cracks in walls.

It should be noted that people can be poisoned by carbon monoxide that is produced and
migrates from other areas of the property, for example, next-door, and adjoining rooms.

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6.3 Carbon Monoxide Detection

A carbon monoxide detector is a device that detects the presence of carbon monoxide gas in order
to prevent carbon monoxide poisoning. They are designed to measure levels of carbon monoxide
over time and sound an alarm before dangerous levels accumulate in an environment, giving
people warning to evacuate the area.

Carbon monoxide detectors could be domestic type with battery, or be mains powered. They
should be installed and maintained in accordance with the manufacturer’s instructions, tested
regularly and records of the test maintained.

6.4 Location of Appliances

There are risks associated with the siting of fossil fuel appliances and depending on their location,
the risk may increase. Accommodation providers should assess where the appliance(s) is located
and determine whether it is appropriate to move the appliance to an alternative location away
from customer accommodation.

Fuel appliances are known to be sited in a variety of locations. The following are some examples:

Customer Rooms: Individual gas water heaters that are located within customer rooms present
increased risk of carbon monoxide poisoning, and serious consideration should be given to moving
the appliance to a more suitable location or replacing it with an electrical alternative.

Adjacent or adjoining customer rooms: Where gas water heaters are located adjacent to
customer rooms, there is an increased risk of toxic gases, particularly carbon monoxide, migrating
into the accommodation. It is recommended that customer rooms should not adjoin gas boiler
rooms, however, where this is not practicable the following standards should be strictly applied:

 The appliances are regularly maintained,

 The boiler room is well ventilated,
 The boiler is checked daily for flame condition (a blue flame should visible; an orange flame
indicates incomplete combustion and the boiler should be shut down).
 Cracks or holes leading into the customer accommodation should be blocked by a non-
permeable material and tested to ensure no gases can migrate
 Pipes leading from the area of the appliance into the customer room, should be filled with
a non-permeable material and tested to ensure no gases can migrate.

In an accommodation building, but not adjacent to customer rooms: If the appliance is flued, the
termination should be a sufficient distance away from any openable windows, doors or air
conditioning units leading into a customer room. If it is necessary for pipes to go from the area of
the appliance into the customer room, due to risks associated with carbon monoxide poisoning
and to eliminate any migration of gases into the customer’s room, the gaps and cracks around the
pipes should be filled with a non-permeable material and tested.

In a separate building which does NOT contain any customer accommodation: If the appliance is
flued, the termination should be a sufficient distance away from any openable windows, doors or
air conditioning units leading into a customer room. If it is necessary for pipes to go from the area
of the appliance into the customer room, due to risks associated with carbon monoxide poisoning

56
and to eliminate any migration of gases into the customer’s room, the gaps and cracks around the
pipes should be filled with a non-permeable material.

6.5 Central Gas Boilers

Where heating or hot water is provided by a central gas boiler, this should present a reduced risk
to customers, because such boilers are so big and complicated that competent engineers are
needed to install them. The engineers generally ensure that the boilers are installed in accordance
with the manufacturer’s instructions and with local regulations, where such local regulations exist.
The caveat to this however, is that greater quantities of fuel are burned and therefore a greater
quantity of carbon monoxide could be produced.

Central gas boilers are fitted with a flue, which is a type of chimney usually made of metal and
designed to carry away the smoke and gases produced by the boiler to a safe place outside, from
where these products of combustion can safely dissipate into the air. As the products of
combustion are removed, this allows fresh air into the boiler helping to ensure that it works
properly.

The type and construction of a flue/chimney system depends on the type and size of the
appliance. It is critical that the flue or chimney design allows for the discharge of products of
combustion into the atmosphere under all weather conditions.

Where a fossil fuel appliance is designed to incorporate a flue, the flue should be:

 Present and securely connected to the appliance

 Maintained in good condition and free from any rust or damage
 Terminating a sufficient distance away from any openable doors, windows or air
conditioning units so that the products of combustion do not re-enter the building.
 Terminating in accordance with the manufacturer’s instructions for the appliance
concerned.
 Checked regularly to ensure they are not blocked, by bird nests, soot etc.
 High enough to ensure sufficient draught to clear the products of combustion. The flue
height depends on a number of factors including, the type of appliance, height of the
building, type of flue, its configuration (bends) and local prevailing wind patterns

The discharge point of the flue, i.e. the end of the flue outside the building, should be sited in such
a way as to prevent smoke or gases being discharged from the flue from re-entering the building.
To ensure this, the flue should discharge at least 1.5 metres (150 cm or 1500 mm) away from any
unsealed openings into the property such as windows, doors, ventilation ducts and any other
unsealed openings (including holes around pipes and cables etc.).

In some circumstances, a distance of less than 1.5 metres (150 cm or 1500 mm) may be
acceptable, however, in every instance, the safety of the boiler should be certified and
documented by a competent gas engineer.

6.6 Individual Gas Water Heaters/Boilers

Individual gas water heaters and boilers, which provide heating and/or hot water to single or small
groups of customer accommodation units can present a greater risk than central gas boilers if they

57
are not properly installed and maintained. This is because they are generally located within, or in
very close proximity to, the customer accommodation. In some countries, where gas regulations
may not be particularly strong, the property owner or handyman may install them. Clearly, in this
case they may not be as well installed as they would be if installed by a competent gas engineer.

There are three main types of gas appliances including water heaters and boilers. These are;

 Room-sealed (or balanced flue) appliances

 Open-flued appliances
 Flueless appliances

6.7 Room-Sealed (or Balanced Flue) Appliances

These are generally safer because they are completely isolated from the room or space that they
occupy. They take the air that they need to work properly from outside through one part of the
balanced flue, rather than from within the room or space. The smoke and gases produced by
combustion are then discharged externally via another part of the balanced flue. Although it is
possible for poorly fitted or insufficiently maintained room sealed appliances to emit products of
combustion into the room in which they are located, they are generally accepted as being suitable
for being located in customer accommodation. Regular maintenance and safety checks by a
competent gas engineer are required and documented evidence of the checks are to be held by
the accommodation provider.

6.8 Open-Flued Appliances

Open-flued appliances take the air that they need to work properly from within the room or space
that they occupy. They then discharge the products of combustion externally via a flue.

An open-flued appliance can most easily be recognised by the draught diverter sited immediately
above the appliance, from which the flue then extends out to open air. If something goes wrong
with an open-flued appliance, there is a chance that the products of combustion, including Carbon
Monoxide, could escape into the room or space in which the appliance is located. Due to the
increased risk of products of combustion entering the room in which the appliance is located, an
open-flued gas water heater or boiler should not be installed inside customer accommodation.

All open flue or flueless water heaters installed since 31st October 1998 must incorporate a safety
control designed to shut down the appliance before there is a dangerous quantity of products of
combustion in the room concerned. This device should be in the form of an atmosphere-sensing
device. Wherever possible, water heaters should be room-sealed

A room-sealed appliance will have a flue fitted, however, open-flued gas water heaters and
boilers, have occasionally been found without a flue fitted. This is not acceptable and must be
rectified.

Whether individual gas water heaters or boilers are room-sealed or open-flued, it is important that
the flues serving them carry away the smoke and gases produced to a safe place outside, from
where these products of combustion can safely dissipate into the air.

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Individual gas water heaters/boilers may often be installed other than inside a customer
accommodation building; either externally in the open air on an external wall or balcony, within an
outbuilding that is attached to a customer accommodation building, such as a garage, shed, lean-
to, small boiler room or compartment, or they may be located in an outbuilding that is not
attached to a customer accommodation building.

If an open-flued appliance is located in an outbuilding that is attached to a customer

accommodation building, it is important that there are no unsealed openings between the
outbuilding and the customer accommodation building.

As with gas water heaters or boilers that are located within a customer accommodation building, it
is important that the flues serving appliances in other locations discharge at least 1.5 metres (150
cm or 1500 mm) away from any unsealed opening into a customer accommodation building.
Otherwise, despite the fact that the appliance is not within the customer accommodation building,
it is possible that the products of combustion, including Carbon Monoxide, could enter the
building.

Gas water heaters and boilers should be regularly inspected and serviced by a competent gas
engineer to ensure the continued safety of the installation. This should take place annually.

The provision of a Carbon Monoxide detector in customer accommodation with gas appliances is a
recommended additional safeguard. Such detectors should not be used as a substitute for correct
installation, inspection and servicing of the appliances however.

Any individual gas water heater/boiler may produce harmful fumes, including Carbon Monoxide, if
not properly installed and maintained. This risk can be removed altogether by replacing the water
heaters/boilers with electrical appliances.

Whichever type of boiler or gas water heater is installed, this should be provided with an
automatic fuel shut off valve to close the fuel access in case of malfunction and a manual shut off
as well should be installed for added safety. This is legal requirement in most countries.

6.9 Flue Less Gas Appliances

A flue less gas appliance draws air for combustion from within the room in which it is situated and
discharges the products of combustion back into the room. Flue less appliances must be fitted by a
qualified engineer taking into consideration the size and output of the appliance, the size of the
room in which it is located and the ventilation available. Notwithstanding this, in line with
industry standards flue less gas appliances should not be located within customer
accommodation.

6.10 Gas Cookers

In order to ensure the safety of gas cookers, some basic precautions are necessary.

The cooker burner caps must be in place to ensure efficient burning and safe dissipation of the
gas. If any burner caps are missing, the cooker should not be used until they are replaced.

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It may not be possible to turn off the gas supply to the cooker burners if any control knobs on the
gas cooker are missing or broken. Any missing control knobs on the gas cooker should be replaced
and the cooker should not be used until they are replaced.

Gas cookers should be level and stable. If the cooker is not stable, it should be adjusted so that it
is level and does not move, and it should be located away from combustible materials, particularly
textiles, including curtains, cloths etc.

Clear operating instructions for customers should also be provided in English, for all gas cooking
appliances.

6.11 Gas Storage

It is important that Liquid Petroleum Gas (LPG) cylinders are safely stored away from sources of
ignition. If LPG cylinders are involved in fire they can greatly increase the intensity of the fire and
may explode. For this reason, the cylinders should be stored outside, in a well ventilated but
secure store and where they are protected from direct sunlight.

Ideally, LPG cylinders in use should also be kept outside of the building and the gas should be
piped in from the externally located gas cylinders to the heaters.

In the event of a leak from a cylinder that is in use inside a building, it would be possible for a
build-up of gas to occur at low level. In order to reduce the possibility of a build-up of gas in these
circumstances, good ventilation should be provided at both high and low level in the kitchen area
or other area where the cylinder is in use.

If the cylinder in use is kept within a cupboard or cabinet, the cupboard or cabinet should be
provided with ventilation openings at low level. This is necessary to prevent a build-up of gas
within the cupboard or cabinet in the event of a leak.

Rubber pipes or tubes are often used to connect LPG cylinders to the gas appliances which they
are supplying. Sometimes these pipes or tubes are marked with a date, sometimes they are not.
If the pipes or tubes are “out of date” they should be replaced.

Worn rubber pipes or tubes may become holed and allow gas to leak. Pipes or tubes that show
signs of hardening, brittleness, or cracking, (whether dated or not and even if they are dated and
within date), should be replaced by a competent person.

It should be ensured that the replacement pipe or tubes are of a suitable type and that if dated,
they are within date. The pipe or tubes should be secured at each end by suitable clips or
fastenings.

In order to ensure that gas appliances can be safely used by customers, clear operating
instructions in English and other relevant languages should be provided for all appliances.

6.12 Ventilation

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Every fossil fuel appliance needs clean, fresh air to achieve complete combustion. For in-room
appliances such as a gas cooker or space heating appliance, the air available in the room is
sufficient provided there is an openable window or door present.

For larger appliances, such as gas water heaters, more complex ventilation systems are required
and the following points should be considered in the location of an appliance:

 The room or compartment should have open-air ventilation e.g. an air brick
 The ventilation should be non-closable and not incorporate any additional gauzes or
screens e.g. an openable glass window is not acceptable ventilation
 The ventilation should not be located where it can be easily blocked, flooded or
contaminated
 Ventilation should be provided at both a high and low level position and on the same
surface e.g. wall, to avoid pressure differences at each vent.

6.13 Regular Maintenance and Servicing

Appliances and associated pipes and flues must be maintained and regularly serviced by a
competent person in accordance with the manufacturer’s instructions. Records of servicing should
be retained and be available upon request.

6.14 Documentation

All documentation should be current and not past its renewal date. Accommodation providers
should retain copies of the following documentation:

 Installation certificates
 Records of in-house checks to the appliances including a log of faults and corrective action
taken
 Service and maintenance records, together with details of any corrective action taken to
rectify faults.
 A record of all checks carried out on a daily, weekly, monthly, and annual basis should be
retained and kept available for inspection or emergency use at all times.
 Records should be retained for at least six years and be made available to travel providers
for inspection upon request.

6.15 Emergency Procedures

There should be documented emergency procedures to be followed in the event of a fuel or

energy related emergency incident. The emergency procedures should be made available for
inspection to the health and safety auditors upon request, and all staff should be trained in the
implementation of the emergency procedures.

6.16 Faulty Appliances

A fossil fuel appliance that is not operating or burning correctly may produce carbon monoxide.
Signs to look out for include, but are not limited to:

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  A ‘floppy’ yellow or orange flame (a blue flame gives an indication that the appliance is
burning correctly)
 Black or brown sooting or dark staining around the appliance
 Pilot lights that frequently blow out
 Pilot lights that are orange/yellow instead of blue
 Condensation in the room where the appliance is installed
 A smell of gas when the gas appliance is working.

If any of these signs are noticed, the appliance should be turned off immediately, the room should
be ventilated and the appliance inspected by a competent person prior to further use.

6.17 Gas Escapes

If it is suspected that gas is escaping from a fossil fuel appliance, action should be taken
immediately:

 Open windows and doors to ventilate the room

 Call the emergency gas service
 Extinguish all sources of ignition and naked flames. Do not use matches or lighters
 Do not switch lights or other electrical appliances on and off
 Turn off the gas at the meter control.

6.18 Liquefied Petroleum Gas (LPG)

Two forms of LPG, (propane and butane) are used commercially for heating, cooking and lighting.
LPG is stored in special vessels or cylinders in a liquid form.

6.19 Storage

 Propane cylinders should not be stored inside a building.

 Cylinders should be stored in the upright position with valves facing upwards.
 The valve should be closed and with the protective plugs or caps in position.
 They should be stored on firm level ground, in a well-ventilated location away from heat or
ignition sources and ignitable materials.
 Cylinders should not be kept in close proximity to any corrosive, toxic or oxidant material.
 Cylinders should be kept in lockable storage to prevent unauthorised access.

6.20 In use LPG

All cylinders should be stored in an easily accessible well-ventilated area which allows easy access
to connections and regulating devices to allow replacement with the minimum of disturbance to
the installation and ancillary equipment.

Where the cylinder is positioned in a compartment, low level ventilation to prevent build-up of gas
should be provided.

6.21 LPG use in Kitchens

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The use of LPG cylinders is common in many property kitchens where connection to a mains gas
supply is difficult or not available. LPG cylinders can add significantly to the intensity of any fire.
For this reason, cylinders should not be stored in the kitchen, but should be kept in a well-
ventilated and secure storage area or cage, away from the building and away from sources of
ignition and the gas piped to the kitchen.

Gas shut off points should be provided and clearly identified so as to quickly turn off the flow of
gas in the event of ignition or a leak. In order to ensure that they can be used at all times, the gas
shut off points should be sited away from any heat source.

6.22 LPG Hoses and Connections

The flexible gas hose connection from the gas cylinder or mains supply to the appliance should be
suitable for its application and within date. It should be noted that some countries display the
expiry date whilst other countries display the date of manufacture. In the latter case, the years
have to be added to give an expiry date, which should be a maximum of five years from the date
of manufacture.

The flexible gas hose connection from the gas cylinder or gas supply to the gas cooking appliance
should be secured with suitable fastenings at both ends and should be inspected regularly and
replaced if showing signs of:

 Physical damage such as cuts or abrasion, cracking, stretching, flattening, kinking and,
where fitted, missing/worn sealing washers, damaged cylinder connections etc.
 Environmental deterioration such as stiffening, cracking, delamination of outer covering,
chemical degradation e.g. softening of outer coating by contact with oil etc.
 Hose service failure such as blistering, soft spots, rupture and, for preassembled end
fittings, corrosion or loosening of swaged fittings attaching hose etc.

6.23 Open Fires and Hearths

The following standards apply:

 Hearths should be constructed of suitably robust materials and to appropriate dimensions

such that in normal use, they prevent combustion appliances setting fire to the building
fabric and furnishings and they limit the risk of people being accidentally burnt.
 The hearth should be able to accommodate the weight of the appliance and its chimney, if
the chimney is not independently supported.
 Open fires should have guards in place.
 Open fires that burn coal, wood or other carbonaceous material should be permanently
protected by a close mesh fire guard and should not be used by customers.
 Chimneys should be kept clear of obstructions and cleaned regularly.
 Only sufficient fuel for one day’s use should be kept inside, and located in a place where
there is no risk of ignition by flames, sparks or heat from the fire. All other fuel should be
stored outside.

6.24 Electrical Safety

The following standards apply:

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  All electrical circuits, plugs and appliances throughout the property should be maintained
in a serviceable condition. The service information together with details of any corrective
action taken to rectify faults should be recorded. The records should be retained for three
years and be made available upon request.
 In order to provide electrical protection and allow the electrical supply to be isolated when
necessary, each bedroom/apartment should be provided with an individual electrical fuse
box and main cut-off unit, suitably protected with a residual current device (RCD).
 Portable electrical appliances such as kettles, irons, toasters etc. should be checked by a
competent person annually and in accordance with the manufacturer’s instructions, to
ensure they are operating correctly and there are no frayed wires or faults.
 The electrical installation should be checked annually by a competent person, who should
provide a certificate of worthiness or other certification/documentation to show that the
installation is satisfactory.
 Games machines and drink dispensers should be sited in suitable locations away from ‘wet’
areas or basement corridors.
 Staff should report any electrical defects that they find. If there are any concerns as to the
condition of any electrical appliances, vending machines, games machines, sockets, plugs
and switches, they should be taken out of use immediately and should not be brought back
into use until any defects have been rectified by a competent person.
 It is important that the integrity of the electrical system is maintained.

6.25 Heating and Air Conditioning

There are various types of heating and air conditioning systems, all of which should be installed,
maintained and serviced in accordance with the manufacturer’s instructions. These may include:

 Low pressure water system: These systems comprise of a central boiler linked by pipework
to radiators throughout the building
 Individual heaters: Independent heaters that are not connected to a central system that
must be affixed to a wall to ensure that they cannot be knocked over and cause a fire. Also,
warning notices should be provided on or near to the appliance warning people not to
place towels or clothing on the heaters.
 Individual air conditioning units: Completely independent rather than connected to a
central system
 Fan coil type systems: Where hot or cold water is piped around the building, and a fanned
unit in each room blows air across the pipes and into the room
 Ducted systems: Where hot or cold air is passed around the building through ducts.

Note: A ducted system could pick up smoke or flames from a fire in one area of the building and
carry them through the ducts, spreading the fire to other areas of the building. Where possible,
the systems should be connected to the fire alarm and automatic fire detection system, so that
the system automatically switches off as soon as the fire alarm or detection is actuated.

Dampers should be provided within the ducts that close when these systems are actuated.
Dampers are small doors within the ducts that are normally open but seal the ducts completely
when closed. Specialist advice should be sought.

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6.26 Laundry Appliances

Where non-domestic fossil fuel laundry appliances such as tumble driers are provided, it is
imperative that they are used in accordance with the manufacturers’ instructions, be fully
operational and in a serviceable condition. It is also essential that the appliance is suitably
equipped, compatible with the gas supplied, and provided with adequate ventilation and an
exhaust system to and from the laundry area.

The open-ended termination should be unrestricted and prevents the ingress of weather whilst
protecting the airflow from prevailing winds. The termination should:

 Allow the exhaust and all its components to clear to the outside atmosphere
 Not allow a build-up of lint to occur
 Prevent ingress of the weather
 Not impair the operation of the laundry appliance.
 Be a sufficient distance away from any openable doors, windows or air conditioning units
so that the products of combustion do not re-enter the building
 Be in accordance with the manufacturer’s instructions for the appliance concerned.

All appliances should have a clearly readable data plate which displays the manufacturer’s details,
the type of gas to be used, gas inlet pressure and gas regulator pressure.

6.27 Training

Maintenance staff should be provided with training for the duties they will perform. Training
records should be retained including the names of each participant, the date, subject matters
covered and the details of the training provider. There should also be a policy for refresher
training, to ensure that skills are maintained. The training should be undertaken after each of the
following:

 When new personnel are assigned responsibilities to manage gas appliances, air
conditioning, laundry equipment etc.
 When plant and equipment is replaced
 When systems of work are devised or amended
 When changes occur that might introduce new risks.

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Section 7 - Swimming Pool Safety
This Swimming Pool Safety section aims to outline and provide guidance to tourism
accommodation providers and their staff on the safety measures and procedures that should be in
place to help prevent accidents and ensure customer safety. The measures recommended in this
section are feasible to implement and provide the basis upon which customer safety can be
achieved.

Accommodation providers who cannot demonstrate reasonable pool safety management should
seek advice from a specialist and wherever possible, upgrade their facilities and processes.

7.1 Swimming Pool Types

Type 1 - Pool where the water-related activities are the main business (e. g. communal pools, leisure
pools, water parks, aquaparks) and whose use is "public" i.e. the installation is open to everyone or
to a defined group of users, not designated solely for the owner's/proprietor's/operator's family
and guests independently from paying an entrance fee. All pool type 1 should have trained
lifeguards provided as it is the primary purpose of the facility.

Type 2 - Pool which is an additional service to the main business (e. g. hotel pools, camping pools,
club pools, therapeutic pools) and whose use is "public" as outlined above. Type 2 swimming pools
should only have lifeguards provided where the Normal Operating Procedures (NOP) and risk
assessment dictates a requirement.

Type 3 - pools of private use i.e. installation designated solely for the owner's/proprietor's/
operator's family and guests including the use connected with renting houses for family use. Does
not include Pool Type 1 and 2.

Therapeutic pool: Pools designed to provide medical and physiotherapeutic care under control of
a competent person. Note, pools designed for fitness and related activities are not considered
therapeutic pools.

7.2 General Safety – Hazards and Risks

The tourism accommodation provider must carry out a risk assessment of swimming pools and
facilities to ensure adequate levels of staffing and sufficient equipment is provided for their correct
and safe operation. Comprehensive guidance is available at Annex A to this section outlining the
procedures to be followed in identifying hazards, assessing risks and developing Pool Safety
Operating Procedures including Normal Operating Procedures and Emergency Action Plans.

The following hazards will need to be considered:

Raised Features. Raised features such as walls, rocks, bridges, urns and other raised decorative
features around the pool present a diving or jumping allurement to people using the swimming pool.
There is a danger of injury if divers and people jumping into the pool dive or jump from these raised
features, as such people may collide with the pool side, the pool bottom, or any submerged features
and suffer serious injury. Any raised features should be removed from around the pool.

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If raised features are not to be removed, conspicuous “No Diving/No Jumping” signs should be
provided on or near to them.

Submerged Features. Submerged features such as walls, rocks and ledges beneath the water in a
swimming pool pose a serious risk to people using the pool, particularly divers and people jumping
into the pool. There is a danger of serious injury if a diver or someone jumping into the pool collides
with any submerged feature. Any submerged features should be removed from the pool, or
alternatively built up well above the surface of the water and painted in a conspicuous colour, both
above and below the waterline, so that they are clearly visible and it is obvious that they are present.

If submerged features are not to be removed, conspicuous “No Diving/No Jumping” signs should
also be provided on or near to them.

Diving Boards. Diving boards or platforms, although designed for diving, can also be dangerous to
divers and jumpers if there is insufficient water beneath and in front of them.

A diving board or platform that is 1 metre high, measured from the surface of the water in the pool,
requires a minimum ‘forward clearance’ distance of water of 9 metres to allow for safe diving. In
addition, the depth of water for the first 5 metres in front of the diving board or platform should be
at least 3.5 metres.

The forward clearance distance is measured from the front of the diving board or platform to the
opposite wall of the pool, or to the nearest obstacle in the pool, whichever is closer.

If any of these conditions are not met, there is a danger that divers or jumpers might collide with
the pool bottom, the opposite wall of the pool, or any other feature in the pool that is within 9
metres and could suffer serious injury.

If there is not a minimum of 9 metres distance in front of the diving board or platform, or there is
not a minimum depth of water of 3.5 metres for the first 5 metres, the diving board or platform
should be removed.

Pool Furniture. All pool furniture including sunbeds and parasols should be maintained in good
condition to avoid injuries.

Water Depth. Communicating the depth of water in a swimming pool is important as it could pose
a significant risk to non–swimmers entering a swimming pool if the depth of water at the point
where they are entering the pool is too deep. It could be equally as dangerous to a diver or to a
person jumping into a pool if the water is too shallow, as there is a danger that the diver or jumper
could collide with the pool bottom and suffer serious injury.

Depth Markings. In order to ensure that anyone entering the swimming pool is aware of the depth
of water at the point where they are entering the pool, conspicuous depth markings should be sited
inside and around the pool. The markings should be sited at approximately 3 metre intervals and
should be no less than 100 mm² in size.

If any depth markings are too small or not easy to read, they should be replaced or repainted. If the
depth markings are too infrequent, that is if they are spaced too far apart, additional markings
should be provided at 3 metre intervals.

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Even when depth markings are in place, they can present a risk to people entering the pool if they
are inaccurate. Checks should be made to ensure that all markings show the actual depth of water
adjacent to the marking point. Inaccurate depth markings should be replaced or the water level
adjusted to the correct depth as indicated by the markings.

Freeboard. The freeboard of a swimming pool, that is the distance from the surface of the water in
the pool to the top of the pool surround or side, should not be more than 0.3 metres (30 cm or 300
mm). If the freeboard is any greater than 0.3 metres (30 cm or 300 mm), this can make it difficult
for some people to get out of the pool.

If the freeboard of a pool is greater than 0.3 metres (30 cm or 300 mm), the depth of water in the
pool should be adjusted so that the distance from the top of the pool surround, to the surface of
the water, does not exceed 0.3 metres (30 cm or 300 mm). If necessary, the depth markings around
the pool should be replaced with markings that indicate the new depth of water.

Changes in Depth. Sudden changes of depth within a swimming pool can be dangerous if they occur
where the pool water is less than 1.5 metres deep. This is because non-swimmers, who are
comfortable in water that is 1.5 metres deep, or less, can suddenly find themselves in water that is
too deep.

Sudden changes of depth in water that is more than 1.5 metres deep are not considered a problem
because, once most people are in water that is deeper than this, it would already be too deep for
them to stand up in and they would be swimming or floating. Thus a sudden change of depth in
water that is more than 1.5 metres deep would make little difference to them.

If there are any sudden changes of depth in a swimming pool at a depth of 1.4 metres, the pools
should be modified to remove the sudden changes of depth. If the pool is not to be modified, the
sudden changes of depth should be clearly indicated by notices, painted lines, coloured tiles, buoyed
lines etc. The changes of depth should be further indicated by the use of additional depth markings.

The minimum depth of water into which it is safe to dive from the side of the pool is 1.5 metres.
Diving into water that is any less than 1.5 metres deep can be very dangerous to the diver as they
may collide with the bottom of the pool and suffer serious injury.

In order to discourage people for diving into the pool where there is insufficient depth, conspicuous
“No Diving” signs should be provided and prominently displayed around the swimming pool,
wherever the depth of water is 1.5 metres or less.

Multi-Boards. A pool information notice, sometimes referred to as a “multi-board”, should be

provided to ensure that people are aware of the rules relating to the use of the swimming pool. This
notice should be prominently displayed near the pool, preferably at the access point where people
enter the pool area. For large pool areas, it may be necessary to provide several notices.

The notice could include any relevant safety information, but should at least display the following
information:

 The pool's opening hours.

 Night swimming is prohibited.

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  Children should be supervised.
 What to do in case of emergency.
 Shower before entering the pool.
 Whether the pool has a lifeguard on duty

No Swimming Signage. Where water courses are dangerous for swimmers, i.e. lakes, rivers etc., a
pictorial “No Swimming” sign should be prominently displayed in areas where there is access to the
body of water.

7.3 Supervision and Rescue

Ideally, all swimming pools should have a trained, dedicated lifeguard on duty when the pool is
open. This is a requirement in many countries. As well as ensuring that the pool rules are obeyed,
the lifeguard will be on hand to deal with any emergency arising at the pool. Ideally if there is any
pool where diving is allowed a lifeguard should be in place permanently due to the increased risk of
injury.

A telephone should be provided at the pools to ensure the emergency services can be called if
necessary. Where more than a lifeguard is employed and they are outside visual contact, ideally a
mean of communication should also be provided for them to communicate such as walkie talkies.

It is essential that people are made aware when a lifeguard is not on duty. When a lifeguard is not
available, signs stating that there is no lifeguard on duty should be provided and sited in prominent
locations around the pool area. This information should also be provided on the pool information
notice.

In order to deal with any injuries that may occur in and around the swimming pool area, a member
of staff, who is trained in First Aid, should be on duty and available at all times when the pool is
open.

In some countries, the provision of resuscitation equipment for use in case of an emergency at the
swimming pool is required. Whenever resuscitation equipment is provided, whether as a legal
requirement or not, the equipment should only ever be used by people who are trained in its use.

If resuscitation equipment is provided for use, a member of staff who is trained in the use of the
equipment should be on duty and available at all times during pool opening hours.

Poolside Supervision Guidance

All pools require some measure of supervision but arrangements for each location must be
determined by the risk assessment. The risk assessment undertaken at a swimming pool will need
to include not only the physical hazards but those hazards relating to swimmers and swimming-
related activities. When pool operators assess the need for supervision they will need to consider:

 local circumstances;
 the pool structure and equipment;
 the way the pool is used and the characteristics of those who may use it.

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Awareness of Risks

In order to plan for safe procedures, pool operators will need to have an appreciation of the main
hazards and risks to users. The following hazards/ risks have been factors in past deaths or serious
injuries:

 inadequate or inappropriate supervision;

 prior health problems (e.g. heart trouble, impaired hearing or sight, epilepsy);
 alcohol or food before swimming;
 youth and inexperience;
 weak or non-swimmers straying out of their depth;
 unauthorised access to pools intended to be out of use;
 diving into insufficient depth of water (leading to concussion, or injury to head or spine);
 unruly behaviour and misuse of equipment;
 unclear pool water, preventing casualties from being seen;
 absence of, or inadequate response by, lifeguards in an emergency.

Careful recording and consideration of any incidents experienced at the pool will help to ensure that
safety arrangements remain relevant. The NOP will need to draw attention to any particular risk
factors.

Safe operation of pools generally requires the deployment of lifeguards. It is the responsibility of
the pool operator to ensure that they are sufficient in number, adequately trained, effectively
organised and diligent in their duties. This responsibility includes assessing whether hirers of pools
have made effective and safe arrangements for supervision.

To assist in the decision making process regarding the provision of lifeguards, a flowchart has been
provided at Annex B.

The Pool Lifeguard

The term ‘lifeguard’ should only be applied to someone who possesses the attributes and
competence necessary to fulfil the duties which are set out in this guidance. Pool operators should
be aware that some hirers, volunteers or potential employees may consider themselves to be
qualified to act as ‘lifeguards’ even though they do not have or understand the attributes and
competence for such a role. This could lead to confusion and the appointment of unsuitable people.
It is essential that the pool lifeguards understand their role, and are given adequate training
(identified through the PSOP and arrived at through the risk assessment) to perform all the duties
expected of them.

A lifeguard can be:

 an employee of the pool operator;

 carrying out lifeguard duties under a formal arrangement made by the hirer of the pool; or
 a volunteer.

The same requirements apply to anybody who acts as a lifeguard, whether or not they are paid to
do so.

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Responsibilities of Pool Operators Towards Lifeguards

Pool operators should ensure that lifeguards:

 are properly supervised;

 are clear about their duties and areas of work;
 know who is in charge at any time (this will be specified in the NOP);
 are provided with adequate training (to ensure competence is maintained).

Duties of a Lifeguard

The key functions of the lifeguard are to:

 keep a close watch over the pool and the pool users, exercising the appropriate level of
control;
 communicate effectively with pool users, and colleagues;
 anticipate problems and prevent accidents;
 intervene to prevent behaviour which is unsafe;
 identify emergencies quickly and take appropriate action;
 carry out a rescue from the water;
 give immediate first aid to any casualty;
 be able to supervise;

Resuscitation of Casualties

An essential skill required by a lifeguard attempting to carry out resuscitation is the ability to
perform basic life support using the techniques of rescue breathing and chest compressions,
together known as cardiopulmonary resuscitation (CPR).

Resuscitation Equipment

Resuscitation equipment (i.e. defibrillators, oxygen, etc.) should be readily available and close to the
poolside. Resuscitation equipment should be maintained and serviced regularly in accordance with
the manufacturer’s instructions. Maintenance records should be retained and made available for
inspection.

Extended Life Support

Pool operators should be aware, and apply as appropriate, approved methods of extended life
support including the skills of oxygen insufflation and automated external defibrillation (AED).

Safe Management of Spinal Injuries

A small, but nonetheless significant, number of accidents occur in swimming pools in which the
casualty sustains a spinal injury. When such an injury is suspected, it is essential that the methods
used in rescuing the casualty from the pool and carrying out any subsequent attempt at
resuscitation avoid making it worse. Accordingly, lifeguards should receive adequate training in
awareness of spinal injuries so that they can ensure an absolute minimum of movement of the
casualty’s spine when they are moved and when ensuring a clear airway.
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Specially designed spinal boards are available which support the whole of the casualty’s body and
prevent flexion of the spine when the casualty is removed from the water. It is essential that where
spinal boards are provided, lifeguards are trained, individually and as a team, in their use, and
practise their techniques on a regular basis.

Requirements of a Lifeguard

In order to perform their duties lifeguards will need to:

 be physically fit, have good vision and hearing, be mentally alert and self-disciplined;
 be strong, able and confident swimmers;
 be trained and have successfully completed a course of training in the techniques and
practices of supervision, rescue and first aid in accordance with a syllabus approved by a
recognised training organisation;
 receive a programme of induction (to include health and safety management) prior to
undertaking their duties, and as specified by the pool operator;
 receive a programme of regular ongoing training.

Physical Fitness

A lifeguard should have a good level of physical fitness. A lifeguard’s level of hearing and vision
should be appropriate to the environment in which he or she is working. Pool operators will need
to take this into account when carrying out their risk assessment and ensure that the lifeguard’s
standard of hearing and vision is such that it does not interfere with the duties the lifeguard has to
undertake.

Swimming Ability

It is strongly recommended that all lifeguards are sufficiently fit and have the ability to swim on their
front for 100 m without stopping, and to swim 100 m on their back without stopping; and to swim
50 m within 60 seconds and to surface dive to a depth of a least 1.5 m. The risk assessment will
determine what levels are needed for each pool where the requirements may be greater than stated
here.

7.4 Lifeguard Training and Qualifications

Training

Pool operators will need to assess the capabilities of their staff and ensure they are adequately
trained for the duties they carry out. It is good practice to maintain written records for all training
sessions which include: names of those involved; what they did, including use of equipment; and
length of training sessions. Such records can be kept manually or held on computer.

All lifeguards need to be effectively trained to enable them to carry out their role and tasks
efficiently and for the health, safety and welfare of all in their charge. Their duties should be suitably
restricted and supervised until the necessary competence has been acquired.

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There are a number of ways to ensure that employees receive adequate training and instruction
such as on-the-job training and attendance at courses. Effective training will mean a firm base of
knowledge and skills application which might reasonably be attributed to the needs of swimming
pools in general, and in addition site-specific training which seeks to develop in the lifeguard a full
understanding of the PSOP and facilities of a particular pool and how they should be used.

It is strongly recommended that pool lifeguards hold a current qualification issued by their
appropriate national body as it is a widely recognised way of demonstrating an acceptable level of
competence. The standards achieved by pool lifeguards must at least reach the minimum level
defined for the safe operation of swimming facilities.

Qualifications

A pool lifeguard qualification requires two elements: core or foundation knowledge and skills as well
as site-specific knowledge and skills. All lifeguards need frequent, suitable training, which should be
recorded, to ensure the retention of these skills.

Initial Training

Initial training will help new lifeguards to become competent. It will include formal off-the-job
training, instruction to individuals and groups and on-the-job coaching and counselling. Ensuring
that people are competent may demand more than training, for example a period of supervised
experience to practise and develop new skills. Formal evaluation by a qualified, competent person
should be undertaken after each aspect of training to establish if the training objectives have been
achieved. A record of the training and assessment process for each person should be maintained.

In-Service and Ongoing Staff Training

To maintain the skills and competency of a lifeguard, suitable and sufficient training and
competency assessment should be conducted regularly* by qualified training staff and will need to
include:

 a fitness programme to include timed swims and towing and rescue methods;
 simulated incident training, working in a team, based on the site-specific EAP;
 a dive to the bottom of the deepest part of the pool to recover a simulated casualty
(manikin);
 the use of poolside rescue equipment;
 revisions to the PSOP due to changed circumstances;
 refresher training in supervision and scanning techniques.

Records of the training undertaken and the objectives achieved for each individual should be
maintained and be available for inspection by an authorised person.

Ongoing, regular, suitable and sufficient training and assessment should ensure the competency of
lifeguards. This should be supplemented by a two-yearly, external test of core or foundation skills,
given by a suitably competent person and provided as a means of assuring the authenticity and
appropriateness of the ongoing training programme.

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7.5 Deployment of Lifeguards

Structuring of Duties

The length and structuring of duty spells require careful consideration by pool operators who should
specify the maximum period of uninterrupted supervision, the length of the working day, and
programmed breaks from duty. To maintain the high levels of vigilance and concentration required
by lifeguards, pool operators should make allowance for any of the following factors when deciding
the length of duty spells:

 features of pool design affecting vision, hearing or concentration;

 inappropriate illumination;
 problems of glare and reflection;
 inadequate ventilation system;
 poor acoustics;
 extreme temperatures or excessively high humidity, or hot sun in open pools, solar gain;
 water turbulence, crowded conditions and excessive noise will tend to increase risk;
 wave machines/flumes, features and other equipment;
 distractions from poolside activities, e.g. radios, ball games and similar activities.

Any of these may suggest the need for an increase in the number of lifeguards and for a decrease in
surveillance spells, for example when pools are close to capacity and where seasonal or other peak
loading can be expected. This will need to be included in the NOP. Sometimes problems can be
reduced by minor building improvements, e.g. localised ventilation, air flow at the start area to a
water slide, sun shade on a high chair in open-air pools.

There should be a formalised method, included in the NOP, for rotation between the poolside duties
and duties away from the poolside and for rotation between lifeguarding duties at the poolside,
which ensures that lifeguarding levels and supervision of all areas of the pool are maintained.

Where part-time or casual staff are employed or volunteers are used who may have other
employment, or where full-time staff are known to have other employment, operators will need to
satisfy themselves that the other employment does not interfere with the efficient performance of
lifeguard duties, for example tiredness as a result of late-night employment which may affect
vigilance.

7.6 Lifeguard Numbers

Given the wide range of pool facilities, and the ways pools are used, it is not possible to make specific
recommendations for lifeguard numbers. Pool operators will need to consider what is required (this
will be determined in the risk assessment) and take into account all relevant local circumstances at
any particular time. The general arrangements decided upon will need to be set out in the NOP.

As a starting point for pool operators’ consideration, Table 1 sets out suggested minimum numbers
of lifeguards for certain standard sizes of rectangular pools, when used for un-programmed
swimming and without the use of diving boards or other special equipment. However, further
consideration will need to be given to increasing the numbers of lifeguards on duty if special features
are available or in operation.

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Table 1 Lifeguard numbers: basic guideline

Recommended
Approximate pool Minimum number of minimum number of
Area: m2
size: metres lifeguards lifeguards in busy
conditions
20.0 x 8.5 170 1 2
25.0 x 8.5 212 1 2
25.0 x 10.0 250 1 2
25.0 x 12.5 312 2 2
33.3 x 12.5 416 2 3
50.0 x 20.0 1000 4 6

 Where only one lifeguard is on duty at the poolside there should be adequate means, such
as an alarm or some form of bleeper, of summoning assistance rapidly to the pool area. This
is essential where a single lifeguard is involved in an in-water rescue. The remaining bathers
are no longer supervised until backup lifeguards/staff arrive and the recovery of a casualty
from the water often requires at least two people.
 The figures in the fourth column are the recommended minimum whenever loading
approaches pool maximum capacity.
 For irregularly shaped pools, including many leisure pools, the figures in the second column
of the table, related to the water area, may be a useful starting point.
 In 50-metre pools where the width is 16 m or more, visibility through the water becomes a
problem. In determining the number of lifeguards and their positioning, tests to check
visibility should be made.

Additional lifeguards may be required to cover all areas of water, including any which are physically
separate, or ‘hidden’ by features.

Fewer lifeguards may be required where a pool contains water of only 1 m or less in depth.
Conversely, the presence of water deeper than 2 m, or unusually extensive areas of deep water,
may require additional supervision.

Surveillance/Zones

All areas of the pool and its environs must be adequately observed and supervised. The pool should
be divided into zones to ensure all areas are covered. Each zone will need to be continuously
scanned. Zones will include the water area above and below the surface plus steps, ladders, activity
equipment, walkways, entrances, and the poolside. Cameras and computer-aided surveillance
systems may also be used to assist in pool supervision.

Scanning is the skill required by lifeguards to constantly watch a particular zone using a sweeping
action. They will need to be able to scan their zone of supervision in 10 seconds and to be close
enough to get to an incident within 20 seconds. This is an internationally recognised practice and is
known as the 10:20 system.

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Constant Poolside Supervision

Constant poolside supervision by lifeguards provides the best assurance of pool users’ safety. The
risk assessment may determine circumstances where the balance of cost and risk makes it possible
to provide a safe swimming environment without constant poolside supervision. Before deciding
this, pool operators should carefully consider relevant circumstances such as:

 the nature of the pool;

 the pool users;
 activities in the pool at any particular time.

A risk assessment must be undertaken to decide whether constant poolside supervision is required.
If the pool meets one or more criteria from the following list, it is strongly recommended that
constant poolside supervision is provided:

 the pool has water deeper than 1.5 m;

 the pool water area is greater than 170 m2;
 diving from the poolside is allowed;
 there is poolside equipment or a feature posing additional risk;
 there are abrupt changes in depth;
 it is not practicable to enforce house rules for safe behaviour;
 access is not restricted, e.g. to hotel residents, members, hospital staff and patients.

Whether constant poolside supervision is required also depends on how a pool is used at any given
time. For example, a pool which would not normally require poolside supervision may need to make
arrangements for supervision on occasions when:

 the pool will be used by unaccompanied children aged under 15 years;

 crowded conditions are expected;
 food or alcohol will be available to pool users; or
 activities take place or equipment is used which can lead to additional risks through the high
excitement generated.

7.7 Poolside Supervision Not Provided

General Safety Procedures

A clear, written safety procedure is particularly important where a pool may be used without
constant poolside supervision. The procedure should be included in the PSOP.

Controlling Access

Controlling access involves the following precautions:

 the number of bathers permitted to use the pool at any one time should be properly
controlled and monitored,
 where lone bathing is permitted, it is advisable to control entering and leaving so that pool
operators know who is using the pool at any given time.

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7.8 Emergency Arrangements

Where a risk assessment determines that a pool does not require constant poolside supervision, it
is strongly recommended that the arrangements should include:

 signs at the entrance, in the changing rooms and in the pool area indicating that the pool is
not staffed and drawing attention to simple rules of use and safety;
 signs in the pool area showing the depth of the water;
 an alarm to summon help in an emergency and a notice giving instruction in its use;
 suitable rescue equipment (poles, throwing ropes, buoyancy aids) available by the poolside,
and clearly identifiable.

Whenever the pool is in use, a member of staff will need to be designated as ‘on call’ to respond
immediately to the alarm and deal with any emergency. It is essential that such staff are trained in
pool rescue, CPR techniques and first aid.

7.9 Pool Surround

Due to the wet conditions that are prevalent around a swimming pool when in use, it is possible
that pool users could slip and fall, injuring themselves. In order to reduce the likelihood of this
occurrence, the pool surround should be provided with a non-slip surface.

The non-slip surface could be inherent in the materials used to surface the pool surround. For
example, a rough surface or a non-slip treatment applied to the surface, or some type of non-slip
matting. If non-slip matting is used, care should be taken to ensure that the edges of the mat do
not present a trip hazard to pool users.

If there are any cracked or broken tiles in the swimming pool, it is likely that people using the pool
could cut their feet. Cracked or broken tiles or paving stones on the pool surround and on the
approaches to the pool could lead to cut feet, or present a trip hazard which might cause people to
fall and injure themselves.

In order to avoid this, any cracked or broken tiles, paving stones etc. in or around the swimming
pool should be repaired or replaced.

Any other trip hazards around the swimming pool should be removed, or if they cannot be removed
they should be highlighted to ensure that they are apparent and so reduce the risk.

It is important that the water in the swimming pool should be clear so that pool users can judge the
depth before entering the pool. If the water is clear, it will also ensure that anyone in trouble can
be seen immediately.

The pool should be properly cleaned at least once a day and any necessary additional measures
should be taken to improve the clarity of the water. Regular checks should be carried out to ensure
that the cleanliness is maintained. A record, in writing, should be kept of all cleaning activities
carried out.

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The quality of the pool water, particularly pH and chlorine levels, should be checked and adjusted
as necessary at least twice a day. Records of the checks and of chemical dosing should also be
recorded in writing.

If a swimming pool user should get into trouble in the pool, it is possible that there may not be
anyone close by that is a strong enough swimmer to assist. For this reason, it is essential that life-
saving equipment should be provided that can be used without the person rendering assistance
entering the pool.

Life-saving equipment in the form of a life ring, reach pole, or alternative form of buoyancy aid
should be provided and prominently sited near the pool. For large pool areas, it may be necessary
to provide this equipment at more than one point around the pool.

There should be adequate means of access and egress to the swimming pool; that is adequate ways
of getting in and out of the pool. These may be in the form of steps or ladders.

If steps are provided for access and egress to the pool, the nosing or leading (front) edge of the steps
should be highlighted in a contrasting colour to the pool walls and bottom. This will ensure that the
steps are clearly visible both from outside and inside the pool.

As well as making the steps more obvious to people entering and leaving the pool, this should also
make the presence of the steps obvious to divers or people jumping into the pool.

If access and egress to the pool is by way of ladders, the ladders should be secure and free from
defects.

All other pool fixtures and fittings should also be in place, secure and in good condition, including
any lights in the pool, grilles, handrails and covers. Any missing, loose, or defective fixtures and
fittings should receive immediate attention to reduce potential hazards

There are obvious risks with the use of swimming pools during the hours of darkness. A restriction
should be placed on the hours of bathing and no bathing or swimming should be allowed after dark.
The pool should be “closed” and ideally secured at night. A notice should be displayed advising
people of the hours during which the pool is open.

To avoid the risk of anyone accidentally falling into the pool, when the pool is “closed”, the pool
should be illuminated during the hours of darkness.

The pool plant room may contain machinery that can cause injury and will almost certainly contain
chemicals that can be dangerous. The plant room should be secured and locked at all times when
not in use by staff.

If drinks are served around the pool in glasses, there is a danger that they may be dropped and
broken and people using the pool could cut their feet on broken glass. For this reason, drinks around
the pool should be served only in unbreakable containers.

It is important that the swimming pool water circulation and filtration system is designed to ensure
that there is no entrapment hazard for swimmers. Water outlet covers must be in place, firmly
secured and undamaged. The flow rate through the outlets should not be excessive and a relief

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valve should be provided that will release the suction from the outlets if a swimmer should become
trapped. If there is any doubt about the safety of the system, specialist advice should be sought.

7.10 Spa/Jacuzzi Pools

Spa facilities are often provided near to swimming pools. In order to ensure that users are aware
of the temperature of the water in the spa, it is important that a notice detailing the water
temperature should be prominently displayed near to the spa.

Young children should not be allowed to use the spa and certainly not without supervision. A
minimum age policy should be in place for use of the spa and a notice detailing the age restrictions
should be provided and prominently displayed near the spa.

In order that staff and customers are fully aware of the action to be taken in the event of an incident
at the spa, a notice detailing the action to be taken in the event of an emergency should also be
provided and prominently displayed near the spa.

In the interest of their health, people who suffer from high blood pressure or heart conditions and
pregnant women should not use the spa. A notice detailing these restrictions should also be
provided and prominently displayed near the spa.

It should be possible to quickly switch off the spa in the event of an emergency. An emergency shut
off for the spa, together with a notice detailing its operation, should be provided and prominently
sited near the spa.

The Spa pool should be maintained and in good conditions with all the inlet and outlet nozzles in
place.

7.11 Children’s Pools

In order to ensure that small children cannot leave the children’s pool and enter the main adult pool
before parents and supervising adults can intervene to stop them, the distance between the
children’s pool and any adult pool should be at least 4 metres.

Where the distance between the children’s pool and any adult pool is less than 4 metres, a suitable
impenetrable barrier should be provided to separate the children’s pool from the adult pool. The
barrier should extend to a height of at least 0.8 metres (80 cm or 800 mm) above the surface of the
water and at least 1 metre (100 cm or 1000 mm) to either side of the children's pool. The barrier
should preferably be of solid construction but if rails are to be used, these should be vertical and
not horizontal. There should be no gaps exceeding 0.1 metres (10 cm or 100 mm) between the rails
and step-ups that reduce the effective height of the barrier should be avoided.

The location of the children’s pool area should make it easy for parents or supervising adults to
supervise the children’s pool area. If necessary, access to the children's pool area should be
improved to ensure that parents or supervising adults have a clear view of the pool and can easily
supervise children using the pool.

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In order to ensure the safety of children using the children’s pool, the depth of the water in the
children’s pool should be 0.6 metres (60 cm or 600 mm) or less. If the water in the children’s pool
is deeper than this, the depth should be reduced to less than 0.6 metres (60 cm or 600 mm).

The children’s pool should be designed so that it can be easily used by small children. The height of
the pool walls should be kept to a minimum and steps that enable children to get in and out of the
pool without assistance should be provided.

7.12 Swim-Up Rooms

Where customer accommodation has direct access to water, via a terrace or patio, enhanced safety
features are required to prevent children entering the water inadvertently or unsupervised. It is
imperative that suitable facilities are provided to enable parents to ensure the safety of their
children when occupying these rooms. The provision of a gate, that forms part of the patio door
frame, which the parents will be responsible for when the room is occupied. This gate does not have
to be a permanent fixture and can be slotted into the door frame when room is booked by a family.
The following safety features or an equally suitable alternative, are to be in place:

General specification of gate

 Design - Suggest using Perspex glass which will not compromise the design and aesthetics of
accommodation and not create an obtrusive barrier.
 Minimum of 1.1 metre (110 cm or 1100 mm) height.
 If a Perspex option is not considered, a maximum 0.1 m (10 cm or 100 mm) gap between
any vertical and/or horizontal railings, such design should not present any danger from
trapping. Including distance from floor to fence and/or gate.
 To prevent the accidental opening of the gate by a child of less than five years the unlocking
system should necessitate a minimum force of 20N.
 All surfaces to be free from sharp edges.
 Gate to be fitted with child proof latches/locks which prevents opening. All barriers must
also feature a self-locking mechanism.

The supplier must provide proactive customer communication to ensure that parents have sufficient
information available to effectively manage the safety features designed to protect young children.

In addition, housekeeping staff should be reminded of their obligation to ensure that safety features
are enabled and fully functioning prior to customers’ initial arrival into a room with direct access to
water (via a terrace or patio).

Customer Communication

To ensure that customers are aware of how to operate the child safety gate, it is recommended that
instructions are provided that are in line with the exact child gate solution supplied.

Information for Guests with Swim up Rooms and Private Pools

Rooms with this facility have direct access to water and to help manage the risk that this presents
a sliding child safety gate has been installed:

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  The child safety gates must be manually secured to prevent access by children - they act as
a physical barrier.
 The child safety gates can only be opened from the outside. Locks have been fitted so that
children can’t reach over and open it themselves.
 Any problems with the child safety gate should be reported immediately to the property
manager for rectification. In the interim, it is recommended that the main patio door is
locked.

In addition, operating instructions should be reiterated within customer accommodation in a

prominent position i.e. on a notice adjacent to the patio door.

7.13 Waterslides and Flumes

Waterslides and flumes at swimming pools can present a risk as the people using them could collide
with bathers in the swimming pool. When open, all waterslides and flumes should be supervised by
a suitably qualified member of staff.

A minimum age policy should be in place for use of the waterslides and flumes and a notice detailing
the age restrictions should be prominently displayed on multi-boards at the access points.

Riders using the waterslides and flumes must do so only in the correct riding position. A notice
detailing the correct riding position should be prominently displayed at the top of the slide or flume.

Access steps to the slides should be non-slip and the walking surfaces even, handrails and suitable
barriers provided along stairs and platforms. A platform should be provided at the top of each slide
so that riders can safely position themselves at the launch point of the slide. The platform should
be at least 500mm deep in front of the entrance to the start section of the slide.

Platforms between 1 metre and 12 metres should have guardrails, which are at least 1.0 metre
(100 cm or 1000 mm) in height with no gaps between the rails that are greater than 0.1 metre (10
cm or 100mm). Where the height of the platform exceeds 12 metres, the guardrails should be at
least 1.3 metres (130 cm or 1300 mm) in height. The height of the guardrails is measured from the
highest point at which a person can stand within 1 metre of them. The guardrails should be
designed to discourage climbing and should be increased in height in accordance with the
recommendation.

Riders using the waterslides/flumes must be kept the correct distance apart, in order to avoid
collisions on the waterslides/flumes or in the pool below them. A method of keeping riders apart
when using the waterslides/flumes should be provided at the top of the waterslides/flumes. This
should either be in the form of a “traffic light” system, a member of staff stationed at the top of the
waterslides/flumes, or a notice advising riders not to commence their ride until the previous rider
has cleared the landing area

A notice detailing the depth of water in the landing area should be provided and prominently
displayed at the top of the waterslides/flumes.

In order to avoid collisions in the landing area, notices should be provided reminding riders to move
out of the landing area immediately. The notices should be displayed at the top of the
waterslides/flumes and in the landing area.

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The landing areas of the waterslides and flumes should be segregated from the general swimming
area. Where there is more than one waterslide, the landing areas of each should be separated from
each other.

The termination of each slide should overlap the edge of the pool of at least 0.3 metres (30 cm or
300mm), and discharge 0.2 metres (20 cm or 200 mm) above water level. Slides should be
sufficiently separated including the landing and splash down areas; these should be separated
between each slide so that sufficient space is provided for the riders to avoid collision.

7.14 Wave Machines

Wave machines agitate the body of water such that varying wave heights will be created. Safe
procedures for use of the wave machines need to be devised. The manufacturer should provide
operating guidance in the first instance, as well as training and documented maintenance
procedures. The operator will need to ensure that they provide:

 Prior announcements requesting weak or non-swimmers to move to the beach area and
swimmers to clear the immediate area in front of the wave machine (if necessary). This may
be supplemented by audible and visual warnings, e.g. flashing lights,
 Lifeguarding in suitably accessible and prominent positions. Supervision will need to be from
the sides, in order to see between the waves. Particularly careful vigilance will be required
in view of the extra risks arising from a large influx of bathers into the water, when the
machine is to be operated
 Enhanced vigilance to identify any possible disorientation, especially among young children.
And those being badly affected by the waves striking them,
 Bathers with sufficient warning that different wave patterns and strengths will make
swimming more difficult.
 Warning that jumping and diving while the wave machine is in operation is dangerous and
should not be permitted,
 Suitable intervals between successive operations,
 An evaluation of the effect of the waves on other features within the wave pool,
 An emergency stop button so that the machine can be switched off quickly and safely in the
event of an emergency. Those operating the equipment should have received instruction on
switching off the machine safely.
 Protection and a demarcated area away from the ‘grilles’ and ensure they are designed to
be safe (i.e. less than 0.1 metre (10 cm or 100 mm) between the grille bars).

7.15 Inner-Tube Rides

Where inner-tube rides are being used, consideration will need to be given to supervising the
intermediate pool and the main splashdown area to ensure that bathers are not experiencing
difficulty or are becoming trapped under the water and other bathers.

Where inner-tube rides have been designed to produce a whirlpool effect in the intermediate pool,
lifeguards will have to ensure that there is a steady movement of users and, where necessary, help
forward motion. Those operating and supervising should be aware of the procedure in the event of
an emergency evacuation.

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7.16 Slow and Fast Rivers

Slow and fast rivers are mechanically induced streams of water in which bathers float or swim.
Operators of these facilities will need to give consideration to:

 Adequate lifeguard numbers to have lines of sight over the whole of the river path,
 Adequate monitoring of entry and exit points to prevent riders hitting walls or steps,
 Regular maintenance of all features of the slow and fast rivers,
 Ensuring bathers can leave the river easily,
 The emergency stop procedure to be implemented in an emergency.

7.17 Falling Rapids

Falling Rapids are fast-flowing streams of water where riders descend through inclined channels.
There may be intermediate pools with weirs at the start of separate sections of the channel.

Operators will need to provide:

 Supervision of bathers throughout the ride,

 Lifeguards to observe the complete ride, and to allow easy access in the event of an
emergency,
 Adequate supervision at the control of the entry point, and ensure the flow of users in each
section of the ride, to prevent congestion and an increased risk of injury through riders
colliding with each other,
 A rescue procedure for injured, unconscious or disoriented bathers.

If the falling rapids are located outdoors, in whole or in part, lifeguards providing supervision will
need to be protected during adverse environmental conditions, e.g. very hot or wet weather. The
protection should not restrict either their observation of the ride or their ability to intervene in any
emergency.

7.18 Pool Hoists for Those with Disabilities

The use of both mobile and fixed electric/mechanical hoists can substantially reduce the need for
manual handling. Swimming pool providers will need to:

 Ensure that staff are fully trained in the use of the equipment,
 Ensure that if slings are used instead of a seat or stretcher then ‘dog-clips’ are used to
prevent the sling floating free from the supporting arm while in the water,
 Ensure the capabilities of the individual are taken into consideration,
 Ensure that the equipment is inspected and, if necessary, tested periodically by a competent
person to ensure that the hoist can continue to safely lift loads up to its marked safe working
capacity.

7.19 Water Quality

Water quality of swimming pools is most commonly maintained through filtration and chemical
treatment.

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7.20 Filtration

Water is filtered through a medium (often sand) contained in a large tank to clear it of particulate
matter. Maintenance of filters is relatively easy by ensuring they are backwashed regularly. In
backwashing the water is quite simply passed through the filter in the opposite direction to normal
flow cleaning the filtration medium. The waste water from this process is then disposed of. Note; if
backwashed too frequently the efficacy of the filter is reduced, in most cases one backwash per
week is sufficient. A chemical known as a flocculent can be added to the water to assist the filtration
process.

7.21 Chemical Treatment

The chemical treatment of swimming pool water is necessary to prevent the spread of disease
organisms from person to person and prevent unwanted growth of bacteria and algae in the pool.
Most chemical treatments are used to both disinfect and maintain pH balance of the water.

pH Balance

pH is the most important element in swimming pool water chemistry. It affects every other chemical
balance in the pool water. pH is a scale for measuring the pools acidity or alkalinity level. Although
the pH level is the most important element contributing to water balance, there are other factors
that also influence water balance (these will be covered later in the guidance).

Chemicals normally used to treat swimming pool water:

 Sanitizers / disinfectants – to destroy harmful and objectionable organisms

 Soda Ash (sodium carbonate) / pH Plus – used to increase the pH level
 Sodium bisulphate / pH Minus – used to decrease the pH level
 Chlorine Stabiliser – to prevent unnecessary loss of chlorine
 Algaecide – to kill and prevent the growth of algae
 Filter Aids/Flocculants – to help remove foreign debris / material

The pH level indicates the relative acidity or alkalinity of your pool water. pH is measured on a scale
from 0 (strong acid) to 14 (strong alkaline) and pH neutral is 7.

In pools a slightly alkaline level between 7.2 and 7.6 is ideal because this range is the most
comfortable to the human eye, provides optimum use of free chlorine and provides water that is
not corrosive or scale forming.

If pH falls too low (below 7):

 Water becomes acidic

 Eye & skin irritation occurs
 Corrosion - Heater element(s) may corrode, the pump impellor & other metal fittings on the
pool will corrode
 Dissolved metals may leave stains on the walls
 Rapid loss of alkalinity
 Wrinkling of liner

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If pH is too high (above 8):

 Chlorine activity is slowed and inefficient

 Scale formation and discolouration of pool walls
 Water becomes cloudy
 Filter is overworked and may become choked
 Eye and skin irritation may occur

Chlorine

The most commonly used disinfectant is chlorine. In its element form chlorine is a heavy greenish
yellow gas that is so toxic it has been used as a weapon in chemical warfare. Because of the
extremely high potential for injury or death from improper use of chlorine gas, a number of chlorine
compounds have been formulated to provide chlorine in forms that can be handled and used safely
by swimming pool operators. Chlorine is “used” and measured in two ways:

Free Chlorine Residual

This is the amount of chlorine in the pool that has not reacted with foreign substances other than
water. It is the chlorine that is still available to disinfect pool water and oxidise organic substances.

Free chlorine residual should be maintained between 0.5ppm and 2ppm. (1ppm is optimal)

Combined Chlorine

Is basically “used” chlorine, that has reacted with foreign substances other than water and is no
longer available in its free state (i.e. to disinfect the water). Chlorine combined with ammonia
produces chloramines that cause eye irritation and an objectionable chlorine odour. For this reason,
combined chlorine residual should be kept to a minimum, preferably below 0.2ppm. A common
misconception when chlorine can be smelt around a pool is that there is too much chlorine in the
pool; it is in fact that there is too much “used” chlorine in the pool and more chlorine needs to be
added to increase the free chlorine level.

Chloramines can be totally eliminated by using a UV Treatment. The only way to remove
chloramines without a UV treatment is to shock treat the pool.

Total Chlorine

This is the concentration of free chlorine and combined chlorine. To determine the combined
chlorine level test for free chlorine and total chlorine.

Combined Chlorine = Total Chlorine – Free Chlorine

Shock Treatment / Super Chlorination

Regular use of the pool will increase the organic matter in the pool water that in turn will lower the
efficiency of the sanitizer being used. A shock treatment will burn these organic materials out of the
water and therefore allow the sanitizer to do its job properly. It may also become necessary to shock
treat a pool if the water turns green due to an algae bloom.
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When you shock treat a pool you are looking to increase the level of sanitising / oxidising chemical
by a minimum of 3 times the normal amount.

7.22 Salt pools

The guidance for salt pools is the same as swimming pools, however special consideration is
required in terms of pool disinfection. The salt pool will need regular cleaning, maintenance and
treatment as with any other pool. Salt does not destroy bacteria, so it is important to note that salt
water pools may require more chemical treatment than a normal pool.

Salt-water Chlorination

This has been used for many years in Europe, Australia and South Africa as it removes the need to
add chlorine to a pool. Salt-water chlorination works by having an electrolytic cell break down the
salt (Sodium Chloride) dissolved in the water in order to produce chlorine that acts as the sanitizer.
Although you will still need to test the chlorine and pH levels the chlorine level will be monitored by
the chlorinator and constantly increased or decreased as necessary. The solution produced by the
chlorinator does not lose its disinfection force as it can be generated as required and directly dosed
into the swimming pool water. Some chlorinators are also available with pH regulators included,
removing the need to manually adjust the pH level.

Advantages:

 Eliminates irritated and sore eyes and skin

 Doesn’t bleach hair or bathing suits

Algae Control

Algae are microscopic single celled plant life that multiply very quickly. Algae will bloom and grow
in swimming pools if nutrients are present and the free chlorine level is too low. Below are
descriptions of the three most common algae problems in swimming pools:

 Green Algae – the most common algae in pools, floats in the water and coats pool surfaces.
Left unchecked green algae will very quickly turn the pool water pea green
 Mustard Algae – settles on the pool walls and causes a slimy yellow film
 Black algae – appears in “buds” or clumps attached to steps and other pool surfaces

Chemical Solutions

 Green Algae - is very susceptible to chemical treatment. Shock treat the pool with chlorine
and keep the filter running, brush the pool walls and floor. Periodically check the chlorine
level and maintain above 3ppm until the algae clears. Once cleared a suitable algaecide can
be used to prevent future outbreaks.
 Mustard Algae – is much more resistant to chemical treatment and clings more tightly to
pool walls than green algae. Shock treat and thoroughly brush and vacuum the pool. Once
cleared a suitable algaecide can be used to prevent future outbreaks.
 Black Algae – is very difficult to remove. It can be controlled to some extent by frequent
shock treatment and thorough brushing and vacuuming. Black algae can usually be
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 controlled with the use of strong algaecides and maintenance of relatively high free chlorine
levels, but complete removal may require draining and cleaning the pool.

Ultra Violet (UV) Treatment

UV destroys the water-borne organisms including green, single celled algae and bacteria that make
the pool water appear murky and unattractive. It will ensure clear pool water even in the absence
of chlorine.

Short wave ultraviolet light has a photo oxidisation effect that destroys chloramines and other toxic
by-products of chlorine, without adding additional chemical products. Fitting a UV treatment to your
pool will also kill all algae instantly when it is passed though the UV treatment plant, but will not
prevent algae and slime growth on the sides and surfaces of the pool.

It must be noted that while UV treatment is an effective one-time disinfectant on water it does not
have any residual effect. It is recommended that UV treatment is used alongside chlorination.

7.23 Cryptosporidium

Cryptosporidium (sometimes referred to Cryptosporidiosis) is a parasitic infection whose symptoms

generally include stomach cramps and abdominal pain, diarrhoea and loss of appetite. As with many
diarrhoeal infections this can quickly lead to dehydration in many patients. Cryptosporidium is
generally only introduced into a pool through a release of liquid faecal matter.

Because they are hard shelled basic life forms, the level of chlorine commonly maintained in pools
and spas is not effective against it. The infection poses a specific risk as the organism can have a
very low infectious dose rate. It is highly chlorine resistant and therefore relies upon effective
filtration to remove the infectious organisms (known as oocysts). This can sometimes be difficult to
achieve due to the very small size of the oocysts.

The illness can be passed on indirectly person to person as well as through the ingestion of
contaminated water. This may arise through poor personal hygiene after visiting the toilet, after
changing children’s nappies or hand to mouth contact from contaminated surfaces.

Should a bather swallow water contaminated with the Cryptosporidium, infection may not occur
immediately since the incubation period can last up to an average of 7 days before symptoms
commence. In holidaymakers this may mean that some would not fall ill until after their return
home. The swimmer’s defence is to stop swallowing pool water as this is how it is transmitted from
pool water to bather.

Education

 People should be encouraged to shower prior to use of the pool to assist in the removal of
germs and chemicals (sun lotions, perfumes and cosmetics) from their skin. Suitable and
sufficient shower facilities should therefore be provided by the poolside and appropriate
signage will help to encourage their use
 Parents should be discouraged from allowing children in nappies into the pool. Special
swimming pants may be used

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  Both adults and children who are suffering from, or have recently experienced an incident
of diarrhoea, should be discouraged from using the pool. Again, signage will assist in the
education of customers
 Provision of adequate toilet and nappy changing facilities will encourage use and will help to
promote good personal hygiene. All facilities should be well maintained and kept clean at all
times. Parents should be discouraged from changing nappies at the poolside

Pool Design and Maintenance

 Along with the structural safety of the pool it is essential that the pool filtration system and
water treatment plant is adequate for its purpose and the capacity of the pool. All filtration
systems will require regular maintenance programmes
 Pool designs vary and it is therefore beyond the scope of this document to provide detailed
advice regarding this issue. Expert advice should be sought during the installation or
refurbishment of the pool from the pool manufacturer
 Designated staff should be trained in the correct use and maintenance of the pool systems
and a nominated person allocated responsibility for implementing the guidance contained
within this document
 All procedures should be documented with log books of regular treatments and actions
maintained. All records should be routinely checked and inspected by a member of the hotel
management. We would emphasise the need to maintain written records of actions and
daily treatments/checks as there are an increasing number of legal actions following cases
of Cryptosporidium associated with hotels. It is very difficult to make a defence argument if
the hotelier does not have written records of an active control plan

Cryptosporidium Management

The best defence against Cryptosporidium is constant flocculation that will gather the tiny
particles together to enable them to be trapped in the filter media, and the use of a UV system
that will disrupt its DNA and RNA, preventing it from reproducing.

Procedure

 Ensure a flocculent is being added

 Close pools for six 'turnovers' periods, or 24 hrs. if you don’t know your turnover time
 Remove bathers and strongly advocate they shower thoroughly
 Advise patrons there is a chemical parameter that you are not satisfied with
 Raise levels of free chlorine to 30 mg/l (ppm) for at least 240 mins (or 60 mg/l if using
Bromine. This will give a contact time of 7200 and this should be adequate to neutralise this
hazard
 Maintain pH in region of 7.2 to 7.3
 Regularly sweep pool bottom, sides especially around fittings, e.g. lights, steps, inlets and
outlets to ensure there are no ’dead spots during closure period.
 Backwash filters.
 Filter for a further eight hours and then reopen
 Reopen pool.

Note! Do not backwash immediately as it is possible to introduce the oocysts into the bottom of
the filter and then reintroduce them back into the pool when the system goes back ‘on line’

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Testing for Cryptosporidium

Testing of water samples for the presence/absence of cryptosporidium is difficult. Large volumes of
water must be filtered and examined and there are very few reputable and accredited laboratories
that can reliably and routinely carry out the tests. Identification of Cryptosporidium can be done by
analysis of faecal samples.

7.24 Faecal and / or vomit accidents

Although a pool’s PSOP should advocate (and implement) pre-swim hygiene, and toilets and
showers should be clean and hygienic, there should also be an emergency action plan for releases
of diarrhoea and vomit into a pool or spa and this should involve the following:

 An action plan to deal with bodily fluid releases such as blood, faeces or a vomit incident in
the pool should be prepared in writing. This should also include procedures for investigating
suspected outbreaks of illness with up to date local health authority contacts and telephone
numbers
 Staff should be familiar with this policy and should have access to a copy in the event of an
incident. One person should be allocated the responsibility of ensuring that this protocol is
followed

Recommended Procedures

It is important to ensure that any such accident is identified and action taken quickly to prevent
spread of infection. Faecal accidents and vomit can spread the infection. The first precaution is to
ensure that any accident is quickly identified and the pool cleared immediately. Below are the
housekeeping practices that need to be in place to minimise the risk of infection being spread as
result of faecal/vomit accidents in the pool.

The accommodation management must appoint a person to take responsibility for implementing
the procedures shown below, specifically to encourage all staff to maintain vigilance of the pool
while in use.

In the event of a release of a solid stool, the following action must be taken:

 It must be retrieved quickly

 Ensure the scoop used is disinfected
 Ensure that the pool is operating correctly in other respects (pH, chlorine levels) and if these
are acceptable no further action is necessary

In the event of a release of vomit or diarrhoea the following actions are to be taken:

 Clear pool of bathers immediately

 Ensure disinfectant levels are maintained at the top of the recommended ranges
 Ensure the pool is vacuumed and swept to remove any contamination as soon as possible
(vacuum to a safe disposal point – not to a recirculation point of the pool). Disinfect vacuum
after use
 Using a coagulant, the water is to be filtered for six turnover cycles

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 The filter is to be backwashed throughout the operation
 Subject to clarity of pool and water samples taken indicating satisfactory chlorine and pH
levels, the pool can then be reopened
 Records must be maintained of any such incidents and subsequent action taken

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Annex A - Pool Safety – Risk Assessment
A risk assessment of the swimming pools facilities should be conducted by the tourism
accommodation provider or their managing company to ensure adequate levels of staffing and
sufficient equipment is provided for their correct and safe operation.

An assessment of risk is a careful examination of aspects of the swimming pool that could cause
harm to people, to establish whether suitable precautions have been taken to prevent harm, or
whether more precautions need to be taken. As part of the risk assessment, pool operators will
need to consider all the hazards and risks associated with the pool.

A hazard in this context is defined as the activities, processes or substances used that could injure
customers, visitors and staff or harm their health.

A risk is the probability, great or small, that someone will be harmed by a hazard.

The aim is to make sure that no one gets hurt or becomes ill. There are five steps which pool
operators need to take to make sure a proper risk assessment is carried out:

Step 1 - Identify Hazards

Look at what may cause harm to employees, or other people, as a result of the feature and
activity.

Step 2 - Decide Who Might Be Harmed, and How

Establish who may be affected by the work activity and how they may be affected; this may
include members of the public, cleaners, visitors, contractors working on the premises, and
maintenance personnel.

Step 3 - Assess Risks and Take Appropriate Action

Where a hazard has been identified which may be a risk to employees, or other people, an
assessment will need to be carried out to decide what steps have to be taken to eliminate or
reduce those risks as far as is reasonably practicable. What needs to be done depends on whether
the hazard is low risk or high risk. This can be determined by looking at what type of harm or injury
may arise and how often it may happen. It may be possible to remove the hazard altogether or to
take steps to lower the risk to an acceptable level. If there is no risk present, then there is no need
to take any action. Confirm that the risks have been reduced as far as possible by checking the
prevailing standards against published guidance and references.

Step 4 - Record the Findings

Writing down the more significant hazards and recording the most important conclusions is
essential. There is no need to show how the risk assessment was carried out, provided you can
show that:

 a proper check was made;

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  those who might be affected were consulted;
 all the obvious significant hazards were dealt with and account was taken of the number of
people who could be involved;
 the precautions are reasonable and the remaining risk is low.

Step 5 - Review the Assessment

It is important that the risk assessments are reviewed from time to time, especially if there is a
change in working procedures. It is also imperative that the assessment takes into account new
hazards which may cause harm to the health and safety of your employees, or other people who
may be affected by the change in working conditions, features or activities.

Managing Health and Safety

Tourism accommodation providers must have a defined health and safety policy which includes a
statement of intent, health and safety responsibilities, procedures and processes that must be
followed to ensure customer safety. To effectively manage health and safety, pool operators may
find it useful to follow the ‘five steps to health and safety’. These are as follows:

Step 1 - Set Policy

The health and safety policy should influence all activities, including the selection of people,
equipment and materials, as well as the way work is carried out. A written statement of policy and
the organisation and arrangements for implementing and monitoring it, demonstrate to staff,
customers and visitors, that hazards have been identified and risks assessed, eliminated or
controlled.

Step 2 - Organise staff

To make the health and safety policy effective, staff members should be involved and committed to
it. This can be achieved by assessing the skills of staff and providing training and advisory support.
Responsibilities will need to be allocated and then ensure that people understand their
responsibilities. Staff will need to be consulted and involved in planning and reviewing performance,
writing procedures and solving problems. Effective communication with staff will also be required
by providing information about hazards, risks and preventative measures and regularly discussing
health and safety. All staff will need to be made aware of the safety policy statement. If the
statement is short, employees can be given individual copies or copies could be sent electronically.
If this is not practicable, copies could be posted on notice-boards. The same distribution
arrangements should then apply when the statement is revised.

Step 3 - Plan and Set Standards

Planning for health and safety involves setting objectives, identifying hazards, assessing risks and
implementing standards of performance. All plans should be put in writing. Standards help to build
a positive culture and control risks. They should identify who does what, when, and the result
expected. Revision of the safety policy statement will need to take place as and when necessary.
There are many reasons why a revision may be necessary, for example when new plant or new
hazards are introduced to the workplace; organisational change; changes of personnel; or in light of

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experience, and after monitoring. Depending on the extent of the revision, an amendment slip, an
amended page or a whole revised statement may be issued.

Step 4 - Measure Performance

Active monitoring, before things go wrong, involves regular inspection and recording of the
inspections and checking to ensure the standards are being implemented and management controls
are working. Reactive monitoring, after things have gone wrong, involves learning from errors. All
information from active and reactive monitoring should be used to identify situations that create
risks, and then remedial action can be taken.

Step 5 - Audit and Review

Monitoring provides the information to enable a review of activities and a decision made on how to
improve performance. Audits complement monitoring activities by looking to see if the policy,
organisation and systems are actually achieving the right results. Combining the results from
measuring performance with information from audits will improve the overall approach to health
and safety management. A subsequent review will determine the effectiveness of the health and
safety policy.

Safety Policy Statement

The statement should set out the general policy for protecting the health and safety of staff,
customers and visitors and should include the organisation and arrangements for putting that policy
into practice. The length and complexity will vary according to the circumstances of the particular
pool but should include safe operating procedures and an emergency action plan. The statement
should include:

 the names of key individuals and their responsibilities for health and safety;
 a list of the hazards and the safe systems of work/precautions for avoiding them;
 arrangements for dealing with injury, fire and other emergencies;
 arrangements for providing the instruction, training and supervision to ensure that safe
systems of work are always adopted and adhered to;
 arrangements to ensure that employees follow the rules and precautions.

Pool Safety Operating Procedures (PSOP)

A written Pool Safety Operating Procedure (PSOP) consists of the Normal Operating Plan (NOP) and
the Emergency Action Plan (EAP) for the pool, changing facilities and associated plant and
equipment. The plans can be kept as written documents or stored electronically, provided that staff
have access to them and that they are available for inspection, if required.

The NOP should set out the way a pool operates on a daily basis. It should include details of the
layout, equipment, manner of use, user group characteristics and any hazards or activity-related
risks.

The EAP should give specific instructions on the action to be taken, by all staff, in the event of any
emergency.

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Staff must not only be aware of the PSOP, the NOP and the EAP but should be instructed and trained
to work in accordance with the provisions therein.

Where a pool is hired by organisations, such as swimming clubs, the relevant sections of the plan
must be made known to the organisation and, where necessary, training given and regular checks
made to ensure compliance. Details of documentation, training provided and checks should be
recorded.

All parts of the PSOP should be regularly reviewed and revised if necessary, particularly with the
installation of new equipment or after a major incident, e.g. an accident which requires
hospitalisation of the injured person or a near-drowning. Staff and outside organisations should be
made aware when a revision has taken place. A detailed checklist outlining the key features of both
the NOP and the EAP is outlined below:

Where the pool is an ancillary part of a larger complex e.g. a hotel, a senior member of management
should be clearly designated as responsible for safe pool operation.

Normal Operating Plan (NOP)

 Details of the pool(s) - dimensions and depths, features and equipment and a plan of the
building. The plan of the building may include positions of pool alarms, fire alarms,
emergency exit routes and any other relevant information.
 Potential risk - an appreciation of the main hazards and of users particularly at risk is
required before safe operating procedures can be identified.
 Dealing with the public - arrangements for communicating safety messages to customers,
customer care, poolside rules for the public and for lifeguards, controlling access.
 Lifeguards’ duties and responsibilities and special supervision requirements for equipment,
etc.; lifeguard training; and numbers of lifeguards for particular activities.
 Systems of work including lines of supervision, call-out procedures, work rotation and
maximum poolside working times.
 Operational systems - controlling access to a pool or pools intended to be out of use
including the safe use of pool covers.
 Detailed work instructions including pool cleaning procedures, safe setting up and checking
of equipment, diving procedures and setting up the pool for galas.
 First aid supplies and training, including equipment required, its location, arrangements for
checking it, first aiders, first aid training and disposal of sharps.
 Details of alarm systems and any emergency equipment, maintenance arrangements - all
alarm systems and emergency equipment provided, including operation, location, action to
be taken on hearing the alarm, testing arrangements and maintenance.

Emergency Action Plan (EAP)

Action to be taken in the event of a foreseeable emergency, for example:

 overcrowding;
 disorderly behaviour (including violence to staff);
 lack of water clarity;
 outbreak of fire (or sounding of the alarm to evacuate the building);
 bomb threat;

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  lighting failure;
 structural failure;
 emission of toxic gases;
 serious injury to a bather;
 discovery of a casualty in the water.

The procedure should make it clear, if it becomes necessary, how to clear the water or evacuate the
building. To ensure the effectiveness of emergency procedures management should ensure:

 all staff are adequately trained in such procedures;

 notices are displayed to advise the general public of the arrangements;
 exit doors, signs, fire-fighting equipment and break-glass call points where provided, should
be checked regularly to ensure they are kept free from obstruction;
 all fire exit doors are operable without the aid of a key at all times the premises are occupied.

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Annex B – Lifeguarding Provision
The following flowchart illustrates the steps to be followed by the pool operator to determine the
requirement for continuous/occasional supervision of smaller pools by lifeguards.

Is the pool water deeper than 1.5 Yes

metres?
No 
Is the pool water area greater than Yes
170m2?
No 
Yes
Is diving from the poolside allowed?

No 
Is there poolside equipment /features Yes Continuous poolside

posing additional risk? supervision IS required
No 
Yes
Are there abrupt changes in depth?

No 
Are house rules for safe behaviour No
enforced?
Yes 
Is access restricted e.g. to hotel No
residents, members etc.?
Yes 
Will the pool be used by Yes
unaccompanied children under 15
years old?
No  At these times
Yes poolside supervision is
Might crowded conditions occur? required

No 
At other times suitable
Is food or alcohol available to pool Yes alternative precautions
users? MUST be provided
No 
Will activities take place or equipment Yes
be used to generate high excitement?
No 
Continuous supervision is not required
but suitable alternative precautions
MUST be provided

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Section 8 – Food Safety
This guidance has been produced as a reference document for hotel and excursion suppliers
providing food and drinks to customers. This guidance includes extracts of information produced by
the Federation of Tour Operators (FTO), together with guidance produced by Argent Health and
Safety, the ‘Food Standards Agency’ and the ‘Health and Safety Executive’. Much of the guidance is
based on European standards; where local/international legislation varies, the higher standards
should be applied as best practice.

8.1 Introduction

Managing the safety of food within accommodation properties is critical to the wellbeing of
customers. Food-borne disease can quickly spread from affecting one individual to a whole group
of people who are travelling together.

In addition to illness, poor food safety can lead to contamination of food, wastage, pest infestation,
and ultimately legal action. It is therefore essential that food safety be given due consideration.

The Food Hygiene and Safety section of this technical guide has been provided to help tourism
accommodation providers and other associated suppliers identify the most important food hygiene
and safety measures and procedures that should be maintained in all food outlets and kitchens in
tourism accommodation. It is anticipated that the measures contained within this technical guide
will be achievable and will provide a basis on which to develop a more comprehensive programme.

Accommodation providers whose food safety provisions meet those set out in this section may be
considered to have reasonable food safety systems. However, those who cannot demonstrate this
should seek advice from a food hygiene specialist and wherever possible, upgrade their facilities
and processes. Any person using this technical guide should seek advice from a competent food
hygiene and safety specialist on any area which is not fully understood.

8.2 Management

All standards of food quality, health and safety in a hotel are the responsibility of the
accommodation owner and manager of the property. The staffing structure should be clear and staff
must be aware of their responsibilities.

The staff structure within the catering, food and beverage divisions should be documented.

There should be an outline job description for all catering, food and beverage staff. This should
define good hygiene practice and include details of responsibilities for implementing record keeping
and checking records relating to food hygiene and HACCP.

The role of the accommodation owner and manager in regularly confirming those food hygiene
practices are in place and operational, should be documented.

The hotel should have a written plan of action to be followed in the event of any illness occurring in
which there is a possibility of food involvement.

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The plan should include up to date contact numbers for relevant persons and ideally should be
approved by the local public health authorities or other officials responsible for such investigations.

Whilst the day-to-day management of food hygiene procedures may be delegated to another
member of staff, the accommodation owner and manager of the property have overall
responsibility for the food hygiene and safety conditions of their property and should ensure they
are operating correctly. They should ensure that staff who are employed to manage and maintain
the food hygiene and safety operation receive the appropriate training to undertake their role and
that there are documented procedures in place that should be followed for the management of
food hygiene and safety. High standards of food hygiene practice are critical to any business and the
accommodation owner and manager should recognise that food production, storage and handling
areas should be maintained to a high standard of cleanliness, and the food handled correctly to
ensure it does not become contaminated during its delivery, storage, preparation, cooking,
reheating, service and distribution. The emphasis should be that the property management are
responsible for the control of food hygiene and safety at all times. Good companies have strict
policies and procedures that all the relevant staff understand and most importantly, have been
properly trained and supervised to follow.

8.3 Licensing and Certification

Properties should be operating legally and in accordance with their country’s requirements.
If appropriate to the country of operation, the accommodation provider should have a valid food
safety license provided by a recognised certification agency or relevant local authority. Food
operations vary greatly in size, foods served and style; however, all should adopt a suitable food
safety management system. This does not have to be complicated, but the main aim is to operate
the business diligently and regard this as a priority.

8.4 The HACCP Food Safety Management system

Hazard Analysis Critical Control Point (HACCP) is a food safety management system that promotes
good food safety by identifying the potential hazards and risks from food and then applying and
monitoring appropriate control measures at the points critical to safety. If properly applied, it will
help prevent food contamination, illness and complaints from customers. Under EU Legislation,
HACCP provides a workable and effective basis for good food hygiene in Europe. Furthermore, it is
now accepted as an international standard for food safety good practice and is a legal requirement
in many countries.

The foods served may be purchased as preserved, fresh, frozen or chilled items and the way they
are handled throughout receipt, production to service, is the starting point for HACCP.

One simple method to identify the critical control points is to draw a flow diagram of a particular
food (or menu item) and the whole process it follows from delivery through to service. Then, identify
any significant hazards which should be controlled at each stage of food production. This can be
used to determine the CCPs and the specific control measures that need to be put in place at these
points.

The ultimate responsibility for managing food safety lies with the management of the
accommodation or restaurant.

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The Internationally accepted HACCP (Hazard Analysis and Critical Control Point) system is the most
common and widely recognised method of ensuring the safe production of food and is applicable
to all sizes and types of food preparation. The principle of the HACCP system is to pinpoint where
the main dangers or hazards regarding food safety may occur (e.g. food stored at the wrong
temperature allowing bacteria to grow), what is the chance or risk of it happening (fairly high) and
finally how do we lower the risk of it happening (by measuring the temperature of food and food
storage areas regularly).

Ideally one person in each hotel should be given the task of implementing and monitoring the
HACCP system. The person carrying out the HACCP must be trained to identify all the physical,
chemical and bacterial hazards associated with each step, and must also be aware of how to control
them. (You may wish to employ an external hygiene expert to assist in drawing up a HACCP system
and carry out audits on your system to ensure it is working properly). They would be responsible for
monitoring paperwork systems, carrying out regular hygiene audits, liaising with relevant staff
(Head Chef, Department Heads, General Manager, etc.) regarding hygiene issues and improvements
to the Food Safety System.

The person should also be responsible for ensuring work on food hygiene issues highlighted by staff,
or through audits, are carried out and that all relevant staff are trained to the appropriate standard.
A documented staff structure should be drawn up outlining a job description for all catering, food
and beverage staff defining levels of responsibilities in relation to the HACCP. A HACCP will help
produce safe food and comply with local legislation. Other risk based methods of Food Safety
Control can be used so long as major hazards are identified and suitable control measures put in
place.

8.5 How does HACCP work?

HACCP is a method of ensuring that food businesses produce and serve food in a safe and hygienic
way. In order to do this, it is necessary to analyse the food flow from purchase through to service,
to identify possible safety hazards and then determine which points are absolutely critical to food
safety to prevent causing an outbreak of illness or food contamination. All areas of the business
must be considered.

A ‘critical control point’ (CCP) is a step in the preparation, handling or storage of food which has to
be carried out correctly to ensure that a hazard is removed or reduced to a safe level. By looking at
the food produced and served, and by following the ‘flow’ from purchase to service, this will identify
those points during the cycle that are critical to safe food production.

At each CCP, control measures should be implemented to ensure food safety is maintained. These
could be temperature controls (including storage, cooking and service etc.), time limit, separation
or other controls to ensure the food is safe. Foods can become contaminated in many different
ways, for example:

 Physical contamination - e.g. hair, glass, packaging

 Chemical contamination - e.g. cleaning chemicals, pesticides
 Microbial contamination - e.g. harmful bacteria, viruses, allergens.

The foods served may be purchased as preserved, fresh, frozen or chilled items and the way they
are handled throughout receipt, production to service, is the starting point for HACCP.
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One simple method to identify the critical control points is to draw a flow diagram of a particular
food (or menu item) and the whole process it follows from delivery through to service.

Then, identify any significant hazards which should be controlled at each stage of food production.
This can be used to determine the CCPs and the specific control measures that need to be put in
place at these points.

Training is also a fundamental part of the HACCP process. All staff involved in the food handling
process from purchase to service should receive appropriate training to allow them to perform their
duties safely. There should be a verification process included within the HACCP system. This can be
achieved by keeping accurate records of the food safety control measures taken (and the critical
limits required) and by checking that these are being maintained. All food preparation and
production should be carried out using HACCP principles. This will help reduce the potential risk of
any food associated illness in customers.

8.6 Staff and Training

Staff training is essential in the management and controlling of food safety. All food handling staff
must be made aware of their individual responsibilities in the maintenance of food safety. This
should include the need to notify managers of any illness. Additionally, a health screening process
should be carried out in consultation with medical advisors. It should be emphasised that any food
handling staff suffering from a potential food-borne disease should not work with food until cleared
by a medical advisor as fit to return to work. Written staff records should be maintained and should
be available for inspection. Staff toilets and a staff changing area should be provided so that staff
can change into their working clothes away from the food handling areas. All staff should be trained
in the maintenance of good personal hygiene prior to handling food. This should include all
necessary hand washing routines. Suitable hand washing facilities must be provided throughout the
food handling area. The wearing of suitable protective clothing including head covering should be
encouraged and the wearing of jewellery, false nails, etc. should not be allowed. Eating, drinking,
smoking and spitting should be prohibited in food handling areas.

8.7 Critical control measures at CCPs

Suppliers should check that:

 During cooking/re-heating the core temperature reaches 75°C (167°F) for at least 15
seconds.
 For any lamb or beef served pink ensure the surface of the food is thoroughly cooked to 75°C
(167°F).
 Cooked meat is cooled in controlled conditions. Remove to a blast chiller when the
temperature falls to 63°C (145°F).
 Food is cooled in a blast chiller to below 8°C (46°F) before removing to a refrigerator.
 Pre-cooked meats are stored at 8°C (46°F) or below, ideally at 5°C (41°F) or below.
 Reheated meats are served at 63°C (145°F) or above.

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8.8 Audits

Auditing is an integral part of any food safety management programme, to regularly check and
record that all procedures are being carried out and that the expected results are being achieved.
This not only provides a check, but also gives a baseline for improvements.

There should be a regular in-house auditing scheme, at least every three months. A member of staff
with specific training should undertake the audit. The audit should, as a minimum consider all the
points in this technical guide and audit results should be available for inspection. Any defects
identified during the inspections, together with corrective action taken to rectify the defects should
be recorded.

 There should be arrangements for regular external audits by an independent consultant and
the results should be available for inspection.
 Records relating to local authority or municipality inspections should be available for
inspection.
 Details of the corrective action taken to rectify issues identified during the independent
inspection should be documented and the records retained for three years.

8.9 Purchasing of Food

It is important to have nominated food suppliers who are considered to have high standards and
the same philosophy in relation to food safety. Food should only be purchased from these
nominated suppliers.

Details of the companies who supply food stocks to the property should be retained. This should
include the company name, property address, contact number and description of the food produce
purchased from the particular company.

When choosing food suppliers, details of their food safety management procedures should be
reviewed.

It is suggested that the premises and food production of the food suppliers be audited by an external
auditor and records of the inspection are retained.

There should be a documented procedure for the returning of unsuitable foods. If there is any
question as to the quality or food safety of supplies, then it is important to carry out an investigation
and consider if the supplier should be removed from the food suppliers’ list.

Hazards during purchasing of food include, purchase of foods already contaminated with food
poisoning bacteria, or their toxins, foreign bodies, pests and chemical contamination.

8.10 Food Delivery

When food is received by the supplier, it must be of high quality, with clean, dry packaging and free
from damage or evidence of infestation. It must be within temperature and date coding parameters.

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Should suppliers deliver food outside of these parameters, then it should be rejected depending on
the degree of risk it poses, and in consultation with the food and beverage manager or head chef.

There should be a documented procedure for the handling and return of unsatisfactory food
products.

Vehicles and/or containers used to transport foods should be kept clean and maintained in good
repair and condition, to protect foods from contamination. If vehicles are used for transporting
anything other than food or for transporting different types of food, they should be cleaned
effectively between loads.

To avoid contamination, boxes and containers used to hold food in vehicles should not be used for
transporting anything other than foods.

If the transport has a cooling unit, the temperature should be checked regularly. The cooling unit
should be maintained and serviced.

All deliveries should be checked for freshness, temperature, colour, odour, contamination,
infestations and satisfactory packaging and labelling.

It is vital that a thorough check for pests, including signs of cockroaches, rats, mice, birds, moths,
weevils, mites etc. is made regularly in order that such contaminated products may be eliminated
at an early stage.

Foods should not be accepted if there is evidence of poor quality, inappropriate odour,
contamination, infestations or unsatisfactory packaging and labelling. Chilled foods should not be
accepted if the temperature is above 8°C (46°F) (Or company standard if lower). Frozen foods should
not be accepted if the temperature is above -18°C (0°F). Seam dented or ‘blown’ canned goods
should not be accepted.

The delivery reception area should be kept clean, free from waste materials and any risk of
infestation and contamination. Containers used for the receipt, storage or distribution of goods
should be kept clean and dry.

Procedures must ensure that cross contamination does not occur during the process of delivery and
storage. Perishables and produce subject to temperature control should not be left outside or in the
loading areas in conditions which may lead to contamination or spoilage.

Care is needed when manually handling food products as damage, particularly to vegetables and
fruit may result in the starting point for the growth of moulds and yeasts. Growth may progress
quickly resulting in the loss of such food stocks shortly after delivery.

Food should not be left open to any risk of contamination.

Deliveries of frozen or chilled goods should be placed in the appropriate storage as soon as possible
(ideally within 15 minutes of delivery). Prioritise storage of high risk or potentially hazardous foods
first.

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All complaints or delivery problems should be reviewed. In the case of recurring problems, it may
be appropriate to secure an alternative supplier.

Records must be kept to show:

 The date the product was received

 The time the product was received
 The temperature of the product when received
 The condition of the product when received
 Who the product was purchased from
 Product description.

Hazards during delivery include:

 High-risk foods contaminated by food poisoning bacteria or toxins

 Growth of microorganisms
 Foreign body/chemical contamination
 Insufficient shelf life
 Deterioration in product quality during transport.

8.11 Cold Storage

Cold storage includes the storage of foods at low temperatures whether in a freezer, refrigerator,
cold room or cold display unit. The correct use of cold storage is essential in the prevention of food
bacterial growth. All storage units must be fit for purpose. Domestic style equipment does not suit
commercial operations; therefore, consider good quality, fit for purpose, cold storage units when
purchasing equipment.

 Refrigeration and freezer equipment should be designed to enable it to be easily cleaned.

 They should be defrosted, cleaned and serviced regularly and maintained in good working
order.
 Internal linings and shelves of the equipment should be impervious and non-corroding.
 Internal surfaces should be clean, compressor grilles should be kept clean and freezer
compartments should be defrosted regularly.
 The capacity of all chilled storage should be sufficient for the business and the units should
not be overfilled.
 The lids and doors of refrigerators and freezers should be fitted with effective seals.
 Keep raw and ready to eat foods separate, preferably in separate refrigerator or freezer
units.
 If separate units are not available:

o Store raw and cooked/ready to eat foods on separate shelves

o Raw food shelves should be clearly marked and always located below ready to
eat/cooked food shelves.

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  All frozen and refrigerated foods should be stored in clean food grade containers to prevent
cross contamination and preserve the quality of the foods and to avoid freezer burn or other
damage.

Food should be checked to ensure that the quality is maintained and stock is effectively rotated.

 “Produced by” (name) and “Use by” labels should be used for prepared foods and for when
original labels no longer exist. All ‘out of date’ foods must be discarded.
 Food must not be stored on the floor, including in boxes.
 Storage containers must be kept clean and dry.
 Doors and lids must be opened for as short a time as possible.
 Refrigerators must be capable of maintaining food temperatures between 0°C (32°F) and 8°C
(46°F).
 Frozen products should be stored at -18°C (0°F) or below.
 Defrosted food must not be refrozen.
 The food temperatures should be monitored and recorded and the records should be
available for inspection.
 Equipment should be operated according to the manufacturer’s instructions. The
recommended temperatures in the instructions should be closely followed.
 Once the cooling cycle is complete, the product should be maintained at the appropriate
temperature.
 Staff should be instructed in the proper use of the equipment.
 There should be a written procedure to be implemented in the event of a breakdown or
malfunction of a refrigerator or freezer; this should include the procedure for the safe
storage, use or disposal of the food

8.12 Fridge or Freezer Breakdown Procedure

There should be a documented ‘breakdown’ procedure in place detailing the appropriate action to
be taken in case of any breakdown, or loss of power to the cold or frozen food storage units. This
should cover safe storage, use and/or disposal of foods.

8.13 Food Temperatures

The following temperatures represent ‘best practice’ and may be of a higher standard than required
by the local authorities.

Food Target temperatures

Frozen products -180c (00F) or below
Raw meat +50c (410F) or below
Cooked meat +50c (410F) or below
Fish and fish products 00c (320F) to +10c (340F)
Dairy products +50c (410F) or below
High risk products e.g. homemade
+50c (410F) or below
mayonnaise

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Hazards in cold storage include:

 Growth of food poisoning bacteria and their toxins in high-risk foods

 Cross contamination of high-risk foods with food poisoning bacteria from raw foods
 Physical contamination from poorly maintained equipment and foreign bodies
 Deterioration in product quality/food being held beyond indicated shelf life
 Deterioration in product quality due to thawing and refreezing.

8.14 Water and Ice

There be a system of ensuring water in the premises is safe for human consumption whether this is
through verification of the municipal supply or on-site water treatment.

The quality of water and ice should be monitored and recorded. Ice used should only be produced
from drinking water (including ice purchased from a supplier).

A constant supply of hot and cold water should be provided in all food preparation areas.

Water quality records must be maintained & available for inspection.

The inherent safety of water used in food production is critical. Water used for food preparation,
cleaning and for the production of ice and for drinking, should be safe.

All water used in ice and food areas must meet the guideline values set by the World Health
Organisation (WHO) Guidelines for Drinking Water Quality: Fourth Edition 2011.

The supplier of the water to the property should test the water regularly to ensure that all water
used in food areas meet the guideline values set by the WHO. Any private supplies of water to the
property should be tested to the same standard. Corrective action should be taken immediately if
the tests show that the water does not meet the guidelines. Details of the water results and
corrective action taken should be recorded.

Water used for consumption and used in any food area should be potable e.g. safe to drink with no
contamination. Testing of water and ice should be undertaken by a competent person/laboratory
and records kept. Any suspected contamination of water, discoloration or odour should be reported
immediately and action taken. Ice making machines should be connected correctly to a potable
water supply. Ice machines should be cleaned and disinfected internally on a weekly basis using
food grade chemicals supplied with safety datasheets. Particular attention should be paid to
cleaning any slime/mould on both sides of ice dispense flaps and the chute. Clean metal or plastic
ice scoops or shovels should be used for dispensing ice. Breakable items such as glasses or ceramic
cups should not be used.

Bottles or any other containers should not be stored inside the ice making equipment.
Regular in-house tests of the water and ice quality should be conducted and the results together
with any corrective action taken, should be recorded and the results available for inspection.

Ice should be stored in a clean and hygienic condition and kept free from contamination.

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In all areas of food preparation, a constant supply of hot and cold running water should be available
at all times.

The temperature of hot water should exceed 50°C (122°F) at all taps and faucet’s when run for
approximately one minute.

Where ‘non-potable’ water (not of drinking water quality) is used in the property, for example for
fire systems and control, steam production or refrigeration, it should circulate in a separate system.
It must not connect with, or be able to get into, the water systems for ‘potable’ (drinking quality)
water. Hazards from water and ice include:

 Growth of pathogenic bacteria, slime, moulds, algae etc.

 Bacterial contamination of food
 Chemical contamination.

8.15 Pest Control

Suitable action must be taken by the management of food premises to prevent contamination by
pests. Such controls will need to cover storage, preparation and refuse areas. The controls will
require great diligence and are likely to include good building maintenance and an infestation
control programme, usually by means of a specialist contractor linked to frequent surveillance of all
areas.

Good housekeeping and hygiene practices within high-risk areas, together with regular disinfection
of drains and refuse areas will assist in the prevention of infestations. Monitoring and treatment
records should be maintained.

Rodents, insects and flies are both a source of physical and bacterial contamination and should be
prevented from entering the food premises. They can lead to the destruction and contamination of
food with bacteria and droppings; they spread disease and can cause damage to equipment and
building structures.

 Food premises and refuse areas should be kept clean and contained to prevent access by
pests.
 Food should be stored off the floor and kept away from the walls.
 Drains should be kept clean and in good condition. Water traps should be maintained and
gullies should be fitted with metal grilles. Catch trays should be emptied regularly.
 All pipes and cable runs and holes through walls should be proofed or filled, and gaps under
doors should be sealed.
 Buildings should be pest proofed. Doors and windows to food storage areas should be kept
closed or fly proofed with mesh.
 Buildings should be maintained in good repair.
 Doors should be fitted with proofing strips.
 Where electric fly killing units are used, they should be switched on at all times, and
maintained in good working order. They should be cleaned regularly, and not placed above

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 any food preparation or handling area. They should be regularly serviced and maintained by
a competent person and tubes and bulbs should be replaced at least annually.

There should be a documented pest control programme for the buildings, grounds and food
handling areas. This should include:

 Regular pest control surveys of the buildings, grounds and food premises
 A procedure for staff to report sightings and evidence of pests
 A procedure for reporting sightings and evidence of pests to a pest control contractor
 The management of infestations
 The disposal of any food showing signs of infestation
 The recording of corrective action taken in relation to pest control and records retained.

Note: Consideration should be given to retaining the services of a pest control contractor, which
includes regular inspection visits together with an emergency call out facility.

Hazards from pests include:

 Destruction and contamination of food with bacteria and droppings and spreading of disease
 Rodents gnawing and damaging equipment and causing structural damage
 Physical contamination from fur, droppings, dead pests
 Bacterial contamination of food.

8.16 Cleaning and Disinfection

Cleaning is the process used for removing grease, dirt and visible soiling. Disinfection is a further
stage of the cleaning process, using suitable chemicals to reduce the risk of food being contaminated
by harmful bacteria. Cleanliness is a foundation for a well organised food area. By maintaining a
clean and tidy food premises, the controls will be easier to carry out. It is important to understand
the correct methods of cleaning, the correct chemicals to use and ensure that staff are trained in
the correct method of cleaning.

 There should be a written cleaning programme with frequencies, specified materials to be

used and any specific cleaning instructions.
 All chemicals used should be designed for use in food premises.
 Cleaning materials and chemicals should be clearly labelled and stored in a separate area
away from food to prevent contamination.
 All cleaning equipment should be kept clean and in good condition.
 Chemicals should not be decanted from original containers.
 Only approved chemicals should be used at correct dilutions.
 Bleach and other ‘non-food safe’ chemicals must not be used or stored in food areas to avoid
contamination risks.
 Deep cleaning of high levels, extractor filters and canopies should be carried out on a regular
basis.

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  A ‘clean as you go’ policy should be adopted and food and hand contact surfaces should be
sanitised after use.
 Ensure any dishwashers are operating to correct temperatures (as per the manufacturer’s
instructions) and each day, check their supply of detergent, salt and rinse aid.

Hazards during cleaning and disinfection include:

 Food waste and dirt accumulating and attracting pests

 Bacteria multiplying to high levels on surfaces that are poorly cleaned
 Dirty equipment and surfaces causing contamination and accidents
 Chemical contamination of food.

When using sanitisers and anti-bacterial sprays, attention must be paid to the manufacturer’s
instructions with regards to the surface contact time, in order to achieve the best results. The
contact time can normally be found on the label. If not, then please contact your supplier. Ensure
all personnel have received training in the correct use of any chemicals to be used in food
preparation/storage and service areas.

8.17 Storage

Control should be maintained of stored foods. Stored stock should be kept to a minimum and a FIFO
(first in, first out) stock rotation system adopted and maintained. The shelf life of all stored products
must be known. Once packaging is opened or decanted from the original packaging a system should
be in place to identify and make known by labelling the shelf life of the product. Any spoiled,
rejected or out-of-date products should be stored separately from foods that are suitable for
consumption.

Storage rooms should be;

 Kept clean
 Free from pests
 Kept cool and well ventilated
 Adequately lit to aid cleaning & pest detection
 Products must always be stored off the floor.

All products, with the exception of some boxed frozen and chilled products, should be removed
from the outer bulk packaging and stored in accordance with the manufacturer’s instructions.
Under no circumstances should perishable products or products requiring temperature control be
left at ambient temperature. It is important that checks of food stocks are made daily and any
perished or out of date produce is removed. Food should be used in strict stock rotation with regards
to ‘use-by’ and ‘best before’ dates. Any food found which has passed these dates should not be used
and should be discarded. Any badly damaged, rusting or blown cans should not be used.

 Food stock should be kept to a minimum. The foods and/or materials should be safely stored
to prevent deterioration, contamination or cross contamination.
 Non-food items and cleaning materials should not be stored in the same area as food items.

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They should be stored separately.

 All goods should be stored and sealed in original packaging, or decanted into plastic
containers or bins suitably labelled, dated and provided with tight fitting lids.
 Food stock should be stored in such a way to allow ‘FIFO’ – First In, First Out.
 The shelf life (use by date) of all products in storage should be known and checked routinely.

Where available, manufacturer’s instructions on storage should be followed. Where not available
or where food has been removed from packaging, the caterer should determine the shelf life and
label the product accordingly. Labels should include a product description; produced/opened date,
best before or use by date, to allow for effective stock control. Separate and identify any spoiled,
rejected or out of date food to prevent accidental use.

 All food kept in storage must be fit for human consumption.

 Storage rooms and equipment for storage of dry products should be:
o Well maintained
o Kept clean
o Kept free from pests
o Kept cool and well ventilated (either natural or assisted)
o Lit well enough to be able to see any dirt or pest infestation
o Kept dry to preserve the quality of the food.
 Products should be stored off the floor and away from walls, on racking or mobile units and
should be able to be checked easily.
 It is important to review menus regularly and understand how it affects the stock
requirements.
 Staff should be trained to manage stock requirements and the process should be monitored
by the management of the property.

Hazards during storage include:

 Dry goods will become damp and encourage microbial growth

 Microbial growth due to poor storage temperatures
 Product quality is reduced by prolonged/ unsatisfactory storage
 Physical contamination by rodents, insects or birds
 Chemical contamination including taints.

8.18 Refuse and Waste Management

All food waste and packaging should be disposed of in a hygienic and environmentally appropriate
way, in accordance with local requirements. Pests should be prevented from gaining access to
discarded food, packaging or kitchen waste.

 Rubbish should be placed in lidded bins, and emptied regularly.

 The containers should be kept in a good state of repair and kept clean.
 Food waste and refuse should not accumulate in food areas.

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  Adequate provision should be made for the removal of food waste and refuse.
 External containers should be kept clean at all times. A sufficient number of containers
should be provided.
 Refuse areas should be clean and in a good state of repair.
 All waste should be stored in containers that are pest proof and protected to prevent the
entry of flies.
 Waste areas should be pest proof and checked regularly.

Hazards from waste and refuse include:

 Food waste and debris will attract pests

 Paper and packaging provide harbourage for pests
 Decomposing waste causes ‘off’ odours.

8.19 Equipment, Furnishings and Fittings

 Food equipment should be kept clean.

 All equipment and utensils should be washed in hot water with appropriate food safe
detergent.
 Equipment should be designed to enable easy and thorough cleaning to prevent the build-
up of food particles that may contain harmful bacteria or attract pests.
 Where practical, the equipment should be moveable to allow cleaning of the surface
underneath.
 All equipment should be maintained in good condition and full working order.
 Maintenance and repairs should not be carried out in areas whilst food is being prepared or
displayed. The area should be thoroughly cleaned after any maintenance or repairs have
been carried out.
 All fittings should be in a good state of repair and kept clean.
 Work surfaces should be smooth, impervious, durable, kept clean, and suitable for their
intended use.

8.20 Staff Management Procedures

Food handling staff are defined as those who are involved in the storage, preparation, processing
or serving of food. They must have adequate training and maintain the highest standards of personal
hygiene. The person or people responsible for developing and maintaining the food safety
management procedures, based on the principles of HACCP, should have received the appropriate
training to enable them to do this.

Staff may bring bacteria and viruses that can cause food poisoning into the food area therefore it is
essential that managers are aware of any such illness so that appropriate action can be taken.
All food handling staff should be subject to a health screening process and records kept and
monitored. This should be undertaken in consultation with a medical adviser.

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There should be a documented illness reporting procedure for all staff. This should be clearly
communicated to and adhered to by all personnel. Staff should be trained to understand the
consequences of not reporting their illness.

Staff suffering from vomiting and diarrhoea must not be permitted to work in any food handling
areas and must not return to work until they have received medical clearance from a doctor. Staff
who have an infected wound, skin condition or jaundice must seek medical advice prior to being
permitted to enter any food handling areas.

A designated area away from the food preparation sites should be provided for staff to change into
working clothes from their outside clothes. This area should be kept clean and tidy. Staff changing
areas should be clean and sanitary with full facilities available for hand washing

There should be designated staff toilets, which should be kept clean.

Hand wash basins should be provided and supplied with hot and cold water, soap and disposable
paper towels or hot air hand drying facilities.

Toilet areas must not open directly into food handling areas.

There should be a suitable and sufficient supply of first aid equipment including blue or brightly
coloured waterproof plasters available for use by food handlers in an accessible location.

Staff who do not work in the kitchen and other food areas should not be permitted to use these
areas as a gathering place, or as a through route to other parts of the hotel.

8.21 Food Preparation

Food handling staff must ensure that all food is prepared in a hygienic manner, taking into
consideration contamination risks. Such risks may include:

 Microbial contaminants including bacteria, viruses, parasitic infections, moulds, yeast and
allergens
 Foreign matter including packaging, personal contaminants, plant and equipment
contaminants, pests
 Chemical contaminants including cleaning and pest control products.

It must be recognised that the food itself may be contaminated with food poisoning bacteria or
viruses e.g. raw meat (E. coli), raw poultry and raw eggs (Salmonella).

 As much of the original packaging of food as practical should be removed before the food is
taken into the kitchen or other food areas. The food should be transferred into washable
containers.
 All preparation of meat, fish and other protein foods must be done quickly without allowing
the opportunity for unsatisfactory temperature rises.
 Food should not be left out of refrigeration, and where large volumes of high risk foods are
being prepared, it is recommended that a portion control system is implemented e.g. foods

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 taken out of the refrigeration unit in small portions, rather than all being brought out at the
same time.
 Separation of raw and ready to eat food should be maintained at all times, this may be
achieved by using different designated areas or by using the same area at a different time,
provided thorough cleaning is undertaken before a different food is prepared.
 All high-risk foods during preparation should be kept free from the risk of contamination and
kept at a safe temperature.

All vegetables should be thoroughly washed before preparation.

 All salad and fruit consumed without cooking should be washed in potable water before use.
 Food contact equipment such as the meat slicer should be sanitised after each use and only
used for cooked meats.
 Thorough cleaning with the wash and rinse/ sanitise system should be undertaken between
raw and cooked processes. It is essential that work surfaces and equipment are thoroughly
cleaned and disinfected after use.
 Cleaning cloths used on work surfaces or equipment that have been in contact with raw food
should be a distinct colour and never used on ‘ready to eat’ work surfaces and equipment.
 Cross contamination procedures should be in place to protect food whilst it is being handled.
Care should be taken to keep raw meat and poultry products separate from ready to eat
products.

Where practical, different coloured chopping boards, knives and equipment for raw and ready to
eat foods should be used in order to prevent cross contamination between food production
sections. The following type of colour coding system could be used:

Note: If colour coded chopping boards, knives and equipment are used then signage should be
clearly displayed in the food rooms reminding staff of the colour coding requirements.

8.22 Advance Preparation of Food

Advance preparation of food should be avoided and should not exceed 24 hours between
preparation and consumption.

 Rapid cooling procedures should be followed for all advance prepared foods – see cooling
section.
 Where possible, uncooked unpasteurised eggs should not be used in sauces, sweets etc.
Dishes containing pasteurised egg should be kept below 8°C (46°F) or above 63°C (145°F).
 Cooked rice should be either served hot without delay or cooled rapidly and kept below 8°C
(46°F).
 Where food is refrigerated, it should be labelled with date of production and used within 48
hours. Leftovers should be discarded after this time.

Hazards during food preparation include:

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  Contamination by food poisoning bacteria and toxins
 Physical contamination by foreign bodies
 Cross contamination of high-risk foods from raw food (including vegetables)
 Bacterial growth in foods held at ambient temperatures.

8.23 Cooking

The cooking stage of production can be considered one of the most critical and it is vitally important
that the correct temperature is reached, not only to stop any bacteria multiplying but also to ensure
that the food is made palatable by the cooking process. It should be noted that products that contain
processed meats e.g. beef burgers and sausages should be cooked thoroughly and should not be
served rare. Wherever cooking occurs, whether in the main kitchen, satellite kitchens or barbecues,
the process to follow is the same.

 Preheat all ovens before placing food in them to ensure temperatures are achieved rapidly
and never use a bain-marie to heat or cook food.
 Ensure all defrosted items are completely thawed before cooking.
 All hot foods must be cooked to minimum centre temperature of 75°C (167°F). The
temperature should be monitored using a sanitised probe thermometer inserted into the
thickest part of the food and recorded routinely. In some instances, it may be necessary to
cook the food products for longer than the manufacturer’s recommendations in order to
ensure the core temperature of 75°C (167°F) is reached.
 Burgers must be thoroughly cooked. Checks should be made to ensure the centre of the
burger is not pink and that the juices are clear.
 The food temperature should be monitored and recorded on a regular basis and records
should be available for inspection.
 Wherever possible food should be cooked and served immediately.

Hazards during cooking include:

 Survival of food poisoning bacteria due to inadequate centre temperatures

 Multiplication of any food poisoning bacteria present (in warm ambient conditions)
 Food if cooked too rapidly, may still be cold or frozen at centre allowing survival of bacteria
 Physical contamination with foreign bodies
 Post process contamination by food poisoning bacteria.

8.24 Food Preparation & Cooking

During preparation it is essential to maintain separation between raw and ready to eat foods. If
possible different preparation surfaces and equipment should be used. It is necessary to ensure that
all surfaces are thoroughly cleaned and disinfected after use and also between uses when used for
different food types.

The use of colour-coded equipment including cleaning cloths can assist in preventing contamination
between raw and cooked foods.

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When cooking or reheating foods; a temperature of at least 75°C at the centre must be achieved.
Temperatures should be monitored and recorded.

Where foods are to be cooled for future use or to be served cold they should be cooled as quickly
as possible in a designated cooling area. Frozen foods being thawed for use should be separated
from other foods and the thawed liquid should be prevented from coming into contact with any
other foodstuffs. The final temperature and time taken to thaw frozen foods should be documented
unless foods are thawed in a refrigerator.

8.25 Defrosting

It is important that frozen foods such as poultry, meat products and large bulk items are defrosted
thoroughly before cooking. If these products are cooked from a frozen state, then there is a major
risk that the heat will not penetrate into the centre of the product and therefore food poisoning
would be likely to occur.

 As defrosting times vary with different foods it is important to identify the foods that need
defrosting against the foods that can be cooked from a frozen state.
 Allow sufficient time and plan to defrost in advance of usage.

There should be a documented defrosting procedure, which includes:

 Provision for the protection of food from contamination

 Ensuring that food or thawed liquids do not contaminate food preparation areas or other
food
 A temperature monitoring process to ensure that the centre of the food is defrosted
 The temperature of the foods does not exceed 8°C (46°F)
 The time and date food was removed from the freezer
 The time, date and temperature of food when defrosted.
 Frozen food, except bread should be defrosted in a chiller at below 8°C (46°F).
 All foods especially meat, poultry or fish should not be defrosted in water.
 Raw defrosting foods should be stored separately from other foods.
 Check that the product has fully defrosted prior to cooking/use using a probe thermometer.
 Do not refreeze foods once defrosted.

Hazards during defrosting include:

 Growth of food poisoning bacteria

 Contamination by foreign bodies and chemicals
 Deterioration in product quality
 Cross contamination.

8.26 Cooking and Reheating

The reheating of foods is as important as the original cooking. The same rules as cooking should be
followed, in order to avoid any possible confusion.

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  Food should be reheated so that the centre temperature of the food is at least 75°C (167°F)
after the reheating process.
 Food must only be reheated once and all leftovers must be discarded. Never reheat left over
pre-cooked, prepared foods.
 Reheated foods should be served immediately or placed in a hot hold.
 When using microwaves for reheating, ensure food is hot throughout with no cold spots.
 The food temperature should be monitored and recorded and records should be available
for inspection.

Hazards during reheating include:

 Survival of food poisoning bacteria and toxins

 Physical contamination with foreign bodies
 Multiplication of any food poisoning bacteria, if not heated up to adequate temperatures
 Food deterioration with prolonged heating.

8.27 Cooling

Uncontrolled cooling of foods can be one of the most hazardous aspects to food preparation.
Foods should never be left to cool overnight or for long periods at ambient temperatures. You
should reduce batch sizes or portions to assist with rapid cooling:

 Where available, blast chillers should be used or where unavailable, areas suitable for the
cooling of food should be designated. They should be clean, insect proof and in good repair.
A fan assisted refrigerated unit which is designated only for food cooling (no food storage
should be allowed) may be used.
 Food should be placed in a cool area and cooled rapidly so it can be safely placed into a
refrigerator within one and a half hours of cooking. Sauces and ‘wet’ foods can be cooled
quickly using an ice bath.
 Ensure condensation does not occur and contaminate other products.
 Food should be kept covered during cooling. When sufficiently cool, the product should be
labelled and stored in a refrigerator. The refrigerator should have the capacity to hold the
cooling food and the overall temperature should not increase.
 There should be a documented cooling procedure, which includes, cooked food items not
intended for immediate service, or to be served cold, should be cooled to less than 8°C (46°F)
as quickly as possible (within four hours) and kept refrigerated.
 Cooked food should be decanted into cold storage containers. Where appropriate, bulk
foods should be sliced or portioned to assist with the cooling process.
 The cooling food temperature should be monitored and recorded on a regular basis and
records should be available for inspection.

Hazards during cooling include:

 Growth of any surviving food poisoning bacteria or their spores

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  Production of toxins by bacteria
 Cross contamination
 Contamination by food poisoning bacteria
 Physical contamination by foreign bodies such as flies, chemicals etc.

8.28 Food Holding and Display

Once food is prepared and on display ready for serving, the equipment used should be capable of
maintaining hot/cold temperatures according to the type of food on display. Hot food should be
stored at 63°C or above and cold food at 8°C or below. Hot food should not be left on display for
longer than 2 hours and cold food no longer than 4 hours.

Food temperatures must be monitored and recorded together with the time the temperature was
taken. Records must be available for inspection. Separate utensils should be used for each food
type. All foods displayed and presented for serving should be covered or protected by a sneeze
guard.

8.29 Hot and Cold Holding, Display and Service

It is important to note that at this stage the food is ready for consumption and no other process will
take place to make the food safe. If you serve open food such as a buffet, you will have the added
risk of customers touching and contaminating the foods themselves. Food service is an area that
will need constant vigilance and good controls in place. It is understood that, especially at larger
volume properties, foods could be prepared in advance.

However, foods prepared too far in advance are more prone to contamination. The simple rule is to
always be aware of time and temperature.

 Equipment used to hold and/or display hot food should be capable of maintaining the food
temperature at 63°C (145°F) or above throughout the time the food is held. Ensure bain-
marie’s and hot buffet counters are switched on well before use.
 Only food heated thoroughly to above 75°C (167°F) should be placed in a hot holding cabinet.
 Food for hot serving should be kept at 63°C (145°F) or above. Hot food should be removed
from display after two hours and should be discarded.
 All hot and cold food displayed should be protected from the risk of contamination by
ensuring that food is kept covered with appropriate food covers or by the use of sneeze
guards. Do not overfill display units or bain-marie’s, it is better to replenish the units with
foods throughout the meal serving. The presentation will be better and the quality of the
food will be preserved.
 Equipment used to hold and/or display cold food should be capable of maintaining the food
temperature at 8°C (46°F) or below, throughout the time the food is held.
 Food for cold serving should be kept at 8°C (46°F) or below. Cold food should not be kept
within cold display units for more than four hours.
 Foods should not be subject to any form of cross contamination.
 The time and food temperature of hot and cold food should be monitored and recorded and
records should be available for inspection.

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  Separate serving utensils for each food dish should be provided.
 Keep service/buffet areas free from pests especially insects, birds and animals.
 Foods on display should be suitably labelled to identify the food items and where
appropriate, ingredients to provide information to customers with food allergies.
 Menus should be labelled to provide information to customers with food allergies.

Hazards during food service include:

 Multiplication of food poisoning bacteria and production of toxins

 Physical contamination by foreign bodies
 Contamination by viruses and allergens
 Deterioration of product quality by prolonged hot holding
 Toxic/allergic reactions.

8.30 Allergens

The EU law has listed 14 allergens that need to be identified if they are used as ingredients in a dish.
This means that all food businesses will need to provide information about the allergenic ingredients
used in foods sold or provided by them. The following items have been identified: Celery, Cereals
containing gluten, Crustaceans, Eggs, Fish, Lupin, Milk, Molluscs, Mustard, Nuts, Peanuts, Sesame
seeds, Soya and Sulphur dioxide. There are a number of ways in which allergen information can be
provided to your customers. You will need to choose the method which is best for your business
and the type of food you serve. Where allergen information is not provided upfront in writing,
signposting a customer to where they can get this information will be required

Allergens guidance 2015 - Please click on the link below to find further guidance in PDF -
http://www.food.gov.uk/business-industry/allergy-guide and then click on the picture below on
the website

8.31 Thermometers and Antiseptic Wipes

As part of the HACCP process, in order to maintain accurate records, regular temperature checks
should be undertaken throughout the food flow process.

 Food handlers should be provided with sufficient probe thermometers and antiseptic wipes
for the testing of food temperatures.
 All temperature measurements should be recorded and the records should be available for
inspection.
 All thermometers should be calibrated by putting them in ice water and boiling water.

The readings in ice water should be between -1°C (30°F) and 1°C (34°F) ideally 0°C (32°F). The
reading in the boiling water should be between 99°C (210°F) and 101°C (214°F), ideally 100°C
(212°F). If the reading of the thermometer is outside of this range, then the thermometer should be
discarded and replaced.

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8.32 Thermometers

Sufficient thermometers should be provided to ensure that food temperatures are checked at
appropriate times during delivery, preparation and service. Where probe or contact thermometers
are used it is also necessary to provide antiseptic wipes to ensure adequate cleaning. Thermometers
should be calibrated regularly to ensure they are working correctly.

8.33 Food Premises

Food premises are all areas where food is stored, prepared or processed. They may be part of a
storage area, main kitchen complex or small units such as a pool side BBQ or snack bar.

 The size of the food premises should be appropriate for the volume of food being processed.

The layout of the food premises should ensure that food can be moved in a sequence from receipt,
through to preparation, processing, cooking and to serving in order to minimise the risk of cross
contamination.

 Floors should be smooth, non-slip, impervious, in good state of repair and kept clean.
 Wall finishes should be in a good state of repair and kept clean.
 Ceilings should be in a good state of repair and kept clean.
 Doors should be in good state of repair, ideally be self-closing and kept clean.
 Windows and ledges should be in a good state of repair and kept clean.
 Windows that open should be fitted with fly screens. Ledges should not be used as storage
places.
 Lighting should be sufficient to allow safe food handling, effective cleaning and the
monitoring of cleaning standards.
 Glass lights should be protected with shatterproof diffusers or covers in all food areas
including storage areas.
 Ventilation should be sufficient to remove heat and cooking fumes from the food premises.
 Ventilation units should be kept in a clean condition at all times.

Note: In new or refurbished structures, consideration should be given to providing sloping window
ledges. Drainage should be sufficient to carry away the waste and should be protected to prevent
the entry of pests.

 All drainage channels should be kept clean.

 There should be a provision made for separate hand washing, food washing and equipment
washing facilities.
 All sinks regardless of their use should have hot running water which can achieve a
temperature of at least 50°C (122°F) after one minute and cold running water.
 Hand wash basins should be supplied with soap and disposable paper towels or hot air hand
drying facilities at all times.

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8.34 Staff Personal Hygiene and Facilities

The provision of good staff facilities will indicate to staff the standards expected by the management
and will encourage staff to maintain those standards. It should be remembered that it is the staff
that look after the customers and as such, they should maintain an exceptional standard of personal
hygiene. Effective hand washing is extremely important to help prevent harmful bacteria from
spreading from people’s hands to food, work surfaces, equipment etc. Staff must be aware of the
importance of regular hand washing. All staff that work with food should wash their hands correctly,
using hot water and soap. They should receive training and regularly be encouraged to wash their
hands.

Food handlers must frequently wash their hands particularly between preparing raw and ready to
eat foods. In particular hand washing should be carried out and monitored:

 At the start of work

 When entering the food handling area
 After a break or going to the toilet
 After eating, drinking or smoking
 After blowing/wiping their nose
 After touching hair
 Before preparing food
 After touching raw food, such as meat, poultry and eggs
 Between handling raw and cooked or ready to eat foods
 After handling food waste or emptying a bin
 After carrying out cleaning.

Staff should dry hands thoroughly on a disposable paper towel – harmful bacteria can spread more
easily if hands are wet or damp.

Sufficient wash hand basins should be accessible in food areas that are separate from food
preparation sinks. They should be labelled “For Hand Wash Only” or similar in a language
understood by staff.

Hand wash basins should be supplied with hot and cold water, soap and disposable paper towels or
hot air hand drying facilities at all times.

 All food handling staff should be provided with and should wear, clean washable protective
over-clothing as a uniform in the food premises. All personal belongings and outdoor
clothing should be stored separately, away from food areas.
 Long hair should be tied back and a suitable head covering should be worn.
 Nails should be kept short, clean and free from polish.
 False nails must not be worn.
 Wrist watches and, with the exception of a wedding band, jewellery (including exposed body
piercing) must not be worn in any food preparation area.
 Staff must not smoke or spit in any food preparation area.
 Staff should not eat or drink in any food preparation area.

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  All cuts, wounds and septic conditions should be covered with blue (or suitably coloured)
waterproof plasters. Where the condition presents a risk of contamination, a waterproof
glove or finger cover should be worn.
 Visitors to the food premises should be kept to a minimum. Any permitted visitors should
observe all hygienic procedures.

8.35 Health Screening

All food handling staff should be subject to a health screening process and records retained and
monitored. This should be undertaken in consultation with a medical advisor. An example health
screening record is available in the FTO code of practice. There must be a documented illness
reporting procedure for all staff, which must be clearly communicated to all personnel.

8.36 First Aid

Sufficient first aid equipment must be available for staff. Standards as to the contents of a first aid
box will vary from country to country. Advice should be sort from the local authority in the country
of operation.

The contents of any first-aid kit should reflect the outcome of your first-aid needs assessment.

As a guide, where work activities involve low level hazards, a minimum stock of first-aid items would
be:

 A leaflet giving general guidance on first aid

 Individually wrapped sterile plasters (of assorted sizes), appropriate to the type of work (you
can provide hypoallergenic plasters if necessary)
 Sterile eye pads
 Individually wrapped triangular bandages, preferably sterile
 Large, individually wrapped, sterile, un-medicated wound dressings
 Medium-sized, individually wrapped, sterile, un-medicated wound dressings
 Disposable gloves

This is a suggested contents list only.

It is recommended that you don’t keep tablets and medicines in the first-aid box

8.37 Food Labelling

It is essential that there is a robust food labelling system in place so the traceability of the food can
be verified. The best practice is to label the food with the production/opening date and the use by
date. For processed goods the manufacturer’s guidance should be used. When defrosting the food
should be labelled with the date of defrosting and a use by date.

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8.38 Facilities - Lighting

All areas where food is stored or handled must have lighting of sufficient intensity to allow food
preparation to be carried out safely and cleaning to be carried out thoroughly.
The recommended lighting levels for food areas are:

 500 Lux in preparation areas

 150 Lux in cellars and food stores

A plastic diffuser cover is recommended on all fluorescent strip lighting. These can be removed for
cleaning and will help contain glass fragments in the event of a breakage.

8.39 Ventilation

All food preparation and storage areas must have adequate ventilation either by natural or
mechanical means. This is to reduce high humidity, room temperatures, cooking odours and
airborne particles.

The extract ventilation system must include as a minimum the following components:

 A canopy of adequate size sited over the cooking equipment, except microwave ovens;

 Removable grease filters which are either washable or disposable;

 A fan of adequate capacity capable of achieving 20 air changes per hour in the kitchen and
connected to a variable fan speed control switch;

 Ducting to convey cooking fumes to a suitable point ideally at main roof ridge level or above
for proper dispersal;

 Adequate, permanent make up air facilities which are fly proofed where necessary and
suitably sited to allow the efficient circulation of air in the kitchen.

8.40 Drainage

The floor drainage channels and cover plates should be thoroughly cleaned and disinfected, the
drainage channel and cover plates must be maintained in a clean condition.

The floor must have enough of a slope to allow wastewater to flow away without the risk of water
pooling.

You must make sure all appliances connected to the drainage system have an effective trap.

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8.41 Wash Hand Basins

A sufficient number of hand wash basins must be provided considering the number of food
handlers/size of premises/nature of food being handled and be appropriate to the operation. The
wash hand basin must have adequate supplies of hot and cold, or appropriately mixed, running
water, soap and hygienic means of drying hands. The basin should be connected to the drainage
system and all staff should understand that it is for hand washing only.

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Section 9 - Legionella & Water Management

9.1 Introduction

To follow is a practical guide to assist you in preventing outbreaks of Legionnaire’s disease. Please
take the time to read this information and follow the guidelines to help reduce the risk.

9.2 Background

Legionnaire’s Disease is a serious form of pneumonia caused by the Legionella microbes, which can
prove to be fatal. Infected people may not become sick for five or six days. The symptoms are
general aching with muscle pain, coughing, stomach pains and diarrhoea. If not treated, the person
may develop severe pneumonia in the lungs, the kidneys may stop working and the person may die.

The infection is caused by breathing water spray that contains the Legionella microbes. These
microbes are found in untreated water and some treated water. Hotels MUST take action to ensure
safety. Water spray can be produced from running a tap, flushing a toilet, some types of air
conditioning units, running a shower or from bubbles rising through water in a spa pool or fountain.
The bacteria multiply best in water within the temperature range of 20°C to 45°C (68°F – 113°F). They
can be readily found in natural water such as rivers, lakes and reservoirs but in low numbers. High
numbers are associated with inadequately controlled hot and cold water systems and with wet
cooling systems in buildings.

Wherever water sprays can be created there is a risk of infection e.g. showers and taps, spa baths and
whirlpool baths, Turkish baths and saunas, cooling towers and evaporative condensers (even if situated
on the roof or in the grounds), garden irrigation systems, ornamental fountains (particularly indoors),
and humidified food displays.

Danger areas within properties include:

 Bathrooms - showers and taps

 Spas and whirlpools
 Turkish baths and sauna areas
 Ornamental fountains
 Main air-conditioning systems, if using water (these units are often on the roof or in the
hotel grounds).
 Hot and cold water tanks
 All areas where water is allowed to stand and where rooms or facilities are not used
regularly.

The conditions required for the growth and proliferation of

 Warm and medium hot water (between 20°C and 45°C (68°F – 113°F)).
 Pipes with little or no water flow.
 Slime (biofilm) and dirt in pipes and tanks.
 Rubber and natural fibres in washers and seals.
 Heat exchange units.
 Scale in pipes, showers and taps
 Water heaters and hot water storage tanks
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The risk of Legionnaire’s disease can be significantly reduced by following a number of simple
control measures. All hotels should have an active Legionella control programme to ensure the
safety of their customers.

To reduce the risk of a Legionnaire’s Disease outbreak occurring, several things can be done to
improve safety. The level of risk depends upon the age and type of hotel. However, this can be
greatly reduced by understanding what to look out for. The following are areas of danger that
MUST be checked regularly:

 Pipes with little water flow.

 Long pipes from the hot and cold water system to taps and showers.
 Hot water should be circulated correctly.
 Lids on all water tanks or systems should be clean, tight fitting and kept closed.
 Equipment should be kept clean and free from sludge, debris and rubbish (all of these help
bacteria to grow and reduce the effectiveness of any treatment).
 Air-conditioning units should be kept free from algae and slime.
 If the hotel uses filters in the water supply, be sure that they are cleaned or changed
according to the manufacturers’ instructions.
 Storing hot water ‘hot’ (i.e., painful to the hands) helps safety, (place a warning sign next to
hot water taps and showers). Other treatment may be necessary if high hot water
temperatures are not used.
 Water that stands without moving is a danger. Some form of ‘in-line’ treatment is
recommended for both hot and cold water.

9.3 Effective Water Treatment Systems

To ensure a property installs an effective system:

 Advice should be sought from qualified people

 Verify that suppliers of equipment have the knowledge and can show their systems work.
 System must be maintained and checked.

The chosen treatment methods should be able to disinfect the entire water system.

Heat. Very hot water, chlorine or ion-based methods should be used. Ultraviolet light is not suitable
for this purpose. It should be noted that if heat is used, it should be 50°C (122°F) throughout the
system (measured at the return pipe to the heating system). Solar panels may not reach this
temperature.

Chlorination. Is effective if at the correct level. Automatic systems are advised. Chlorine is less
effective in hot water and is corrosive at high levels.

Ionisation. Is an alternative for both hot and cold water and is effective throughout the water
systems (it is not affected by evaporation or temperature and it does not cause corrosion)

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9.4 Guidelines for Hoteliers

 Make one person responsible for safety including Legionnaire’s disease control.
 Ensure they understand and are trained, if not get advice.
 Ensure records are kept and checked by the manager.

Daily Checks

 Ensure hot water is circulating and treatment is working effectively.

 Cold water: Check treatment is functioning correctly. Turn on water (both hot and cold) for
several minutes every day in guest rooms whether or not they are in use.
 Take daily readings of treatment methods and record in a book, to be checked by the hotel
manager each month.
 Ensure treatment methods are operated and maintained according to supplier’s
instructions.
 Turn on water for several minutes (both hot and cold) in rooms that are not used every day,
including times when the hotel may be closed.
 Check showerheads and taps are clean and there isn’t any scale.
 Check air-conditioning systems are clean and that >treatment is working.

Monthly /Seasonal Checks

 Inspect, clean and disinfect hot water tanks. Be sure to flush systems completely if high levels
of chlorine are used.

Note: Chlorine is corrosive and guests should not use heavily chlorinated water.

 At the start of the season, if blocks of rooms have not been used, be sure to run treated
water so that pipes and taps will be free from bacteria that may be in the water pipes.
 Do not forget water filters: Treat as recommended.
 Ensure that routine inspection is not forgotten.

These guidelines are very important and are designed to help you maintain safety. They may not
cover all areas of safety, but are to help you protect your guests and avoid damaging publicity in
newspapers, radio and television if an outbreak of Legionnaire’s Disease occurs at your hotel.

9.5 Legionella Control Checklist

Every property should have a Legionella Management Plan in writing, tailor made to the specific
property and incorporating the following points as much as it is relevant to the specific unit. In
many countries this is a legal requirement.

All water features, irrigation systems, wet risers, sprinklers and pool showers should be risk
assessed and control measures should be identified to prevent the growth of Legionella bacteria.
All water sources should be maintained in accordance with the Legionella Management Plan.

1. Have one named person responsible for Legionella control.

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One person should have overall responsibility for ensuring the correct operation of the Legionella
Management Plan and to check that procedures are followed and records kept. A Manager should
also countersign records and ensure procedures are followed.

2. Ensure the named person is trained in control of Legionella and other staff are trained to be aware
of the importance of their role in controlling Legionella.

The operator must ensure that adequate trained staff are managing Legionella prevention and
control at all times. Staff should have knowledge of water distribution and cooling systems. Staff
training should be documented in the Legionella Management Plan with records retained and
evidence of refresher training

3. Keep hot water hot and circulating at all times: 50°C-60°C (122°F – 140°F) (too hot to put hands
into for more than a few seconds).

Hot water should circulate within the water distribution system at a temperature between 50°C-
60°C (122°F – 140°F) to prevent bacteria and Legionella growth.

4. Keep cold water cold at all times. It should be maintained at temperatures below 20°C (68°F).

The property should keep cold water cold at all times. This should be maintained at temperatures
below 20°C (68°F), this may not be possible when the ambient temperature is high, but every
effort should be made to ensure that cold water entering a premises remains as cold as possible).

5. Run all taps and showers in guest rooms for several minutes at least once a week if they are
unoccupied and always prior to occupation.

A policy should be written and implemented to ensure that all taps and showers in guest rooms
run for 5 minutes at least once a week if they are unoccupied and always prior to new
occupation.

6. Keep showerheads and taps clean and free from scale.

Stagnant water can potentially allow Legionella bacteria to grow in taps, faucets and shower
heads. These should be therefore kept clean, free of scale and deposits and should be disinfected
periodically.

7. Clean and disinfect cooling towers and associated pipes used in air conditioning systems regularly
- at least twice a year.

If there are any wet cooling towers, drift eliminators should be suitable, effective and maintained
in good condition. The sump should be free of sediment. All visible surfaces should be free from
slime, algae, corrosion and scale. Water flow should be even across the whole of the tower fill.
Cooling towers should be constructed of impervious materials.

Air conditioning units, especially central ducted systems and fan coils, due to the creation of
condensation, are a potential vehicle of infection, therefore the ducting, drip trays, as well as coils
and filters must be cleaned with specific products at regular intervals according to the findings of a

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risk assessment and the indications of the manufacturer, the use of biocide tablets may also help.
Split units are low risk but nevertheless filters should be cleaned regularly.

8. Clean and disinfect water heaters (calorifiers) once a year.

Water heaters should be cleaned and disinfected at least once a year. Ideally twice in a year, and
after any work conducted on water heaters, the water distribution network should be disinfected
with high level (50mg/l) chlorine for 2-4 hours, for hot water distribution network a pasteurization
obtained by means of circulating hot water above 72oC (162°F) is acceptable.

9. Disinfect the hot water system with high level (50mg/l) chlorine for 2-4 hours after work on water
heaters and before the beginning of every season.

10. Clean and disinfect all water filters regularly - every one to three months.

All filters should be cleaned and disinfected regularly, every one to three months and according to
the manufacture’s recommendations and the finding of a risk assessment.

11. Inspect water storage tanks, cooling towers and visible pipe work monthly. Ensure that all
coverings are intact and firmly in place

All tanks, cooling towers and visible piping should be inspected monthly to ensure covers are in
place and there are no deposits, dirt or leaks from where water could be contaminated. The inside
of cold water tank should be inspected at least once a year when a cleaning should be carried out
to eliminate sediment, dirt and ensure the tank is in good conditions. Following the clean-up,
disinfection should be carried out with 50mg/l chlorine. If the property has no specialised
personnel to carry out these operations, a specialist contractor should be sourced and a report
obtained on the work done. Where Jacuzzi, whirlpool pools or water jets are present, as they
generate aerosol, they should be managed according to specific procedures to ensure they are
safe to use.

12. Inspect the inside of cold water tanks at least once a year and disinfect with 50mg/l chlorine
and clean if containing a deposit or otherwise dirty.

13. Ensure that system modifications or new installations do not create pipe-work with
intermittent or no water flow.

All dead legs or poor flow areas in the water distribution network should be eliminated, with all
pipe runs as short and direct as possible. A policy should be in place to ensure any modification of
the pipe network does not cause dead legs.

14. If there is a spa pool (also known as whirlpool spas, "Jacuzzis", spa baths) ensure that:

a. It is continuously treated with 2-3mg/l chlorine or bromine and the levels are monitored at
least three times a day.
b. At least half of the water is replaced each day
c. Sand filters are backwashed daily
d. The whole system is cleaned and disinfected once a week.

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15. Daily records of all water treatment readings such as temperature and chlorine concentrations
are kept and ensure the manager checks them regularly.

The level of chlorine in the incoming source of water or, where water is rendered potable from
wells through reverse osmosis or other treatment, the level of chlorine after treatment, should be
measured and recorded daily from several points. In addition to this, any treatment that is carried
out (e.g. addition of chlorine) should be recorded.

The temperature of hot and cold water should be measured and recorded daily from several
points in the building(s) including the furthest point away from the boiler to ensure it still reaches
the necessary temperatures in all the parts of the building(s).

16. Designated water sampling points should be identified on the Legionella Management Plan.

Designated sampling points should be selected that represent the entire water system e.g. those
closest to and furthest from each mains water entry point, water storage tank and calorifiers. It is
advisable to also check a selection of other outlets to ensure comprehensive coverage throughout
the year.

17. Sampling points results should be checked and actions taken in the event of positive results.

Results of sampling should be checked upon receipt. Where positive Legionella results are
identified, immediate actions are to be taken to reduce the risk of illness. An emergency response
procedure should be included in the Legionella Management Plan and could include, ceasing use
of affected facilities, thermal and/or chemical treatment, super-chlorination etc.

18. Treated effluent (waste) water used to irrigate gardens.

Treated effluent water should be sampled and the results checked to ensure no Legionella
bacteria are present. Where Legionella bacteria are identified, urgent remedial action is required
and the treatment process reviewed.

19. Gardens in populated areas irrigated using the potable (drinking quality) domestic water
supply.

As above, the water delivery systems that produce a spray or mist used for irrigating gardens
should be checked to ensure that no Legionella is present. Pipework and nozzles should be
checked, and subsequently cleaned and disinfected. Periodic sampling of the system is
recommended.

20. Ornamental water features should be included as part of the Legionella Management Plan.

Ornamental water features including fountains that produce a spray or mist should be included in
the Legionella Management Plan to ensure that no Legionella is present. Each feature is to be
checked, and subsequently cleaned and disinfected. Periodic sampling of each water feature is
recommended.

9.6 Testing

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Testing of water quality is an essential part of Legionella control and should be incorporated into
the Legionella Management Plan. It is essential that corrective action be taken immediately where
unsatisfactory results are found. This is a legal requirement in some countries as well as local health
authorities may conduct tests to ensure hygienic conditions for tourists.

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Section 10 - Transport Management
The safe operation of courtesy transportation services at hotels and resorts is the responsibility of
the accommodation owners and managers. Courtesy transport includes cars, minibuses and
coaches as well as golf buggies (see below), quad bikes etc. which are used to transport customers
to and from their accommodation and other facilities in resort and is managed by the
accommodation provider and/or their third party suppliers.

All staff who are employed to operate such facilities must be provided with the appropriate
training to undertake their role, vehicles that are serviced and roadworthy, and detailed
documented procedures that must be followed by transportation facility operator to ensure the
safety of customers. In turn, all drivers should hold the appropriate driving licenses and should be
trained in the transportation policies and procedures of the property. A record of the training
delivered, together with details of driver monitoring carried out by the property manager, should
be documented and maintained to ensure the procedures are operating correctly and due
diligence can be demonstrated in the event of a road traffic accident.

All vehicles used to transport or transfer customers must have a documented maintenance system
to ensure they are in safe working order. The system should also include routine pre-use checks.

All vehicles used to transport or transfer customers should have valid registration and insurance
documents, in accordance with local requirements and should be comprehensively insured for the
intended use of the vehicle and provide sufficient cover, for the vehicle, the driver, and third parties,
including passengers. All drivers must hold valid driving licenses for all types of vehicles that they
drive. The vehicle used should comply with all national and regional regulations in relation to road
duty worthiness and have a valid certificate of compliance and driving hours should be properly
regulated.

All drivers should receive training in basic health & safety training and customer service. This should
include the use of appropriate parking spaces so that customers alight on to a safe area away from
moving traffic, the need to wait for all customers to be seated before moving the vehicle and the
actions to be taken in the event of an emergency.

Separate pedestrian routes, customer transport routes and delivery transport routes, including
separate entrances for pedestrians and delivery transport, should be provided within the grounds.
Speed limits should be set for vehicles within the grounds of the properties and the limits should be
enforced.

All vehicle accidents involving customers or staff should be investigated and the results of the
investigations recorded in writing. Any action necessary to improve safety should be taken.

10.1 Driver Selection and Training

There should be a system in place for the selection and appointment of drivers, that includes:

 Checks should be carried out to ensure that drivers are legally entitled to drive and their
driving license covers the vehicle allocated
 The driver’s personal details, this should include: full name, address, date of birth and a
recent photograph

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  Documented evidence that the driver’s eyesight is satisfactory
 Documented evidence that the driver is medically fit for work.

Drivers should be provided with training, which should include:

 Company policy regarding alcohol, drugs, smoking and fitness for duty
 Emergency procedures
 Fire prevention/fighting
 First aid
 Safe and secure driving and parking
 Carrying photographic identification.

10.2 Drivers

Drivers are to:

 Carry photographic identification.

 Be medically fit when reporting for duty.
 Be dressed smartly in accordance with the local practice and climate.
 Have effective communication systems e.g. hands-free mobile phones using Bluetooth with
no wires or cables, or two-way radios.
 Adhere to the accident and incident investigation procedures in the event of an incident.
 Have available for scrutiny, the vehicle registration document showing the date of
manufacture, date of purchase, number of seats authorised for use and name of the vehicle
owner.

10.3 Emergency Procedures

All drivers should be issued with documented emergency procedures that must be adhered to.
The procedures should include:

 Details of the emergency reporting procedure that should be followed in the event of an
emergency
 Notification procedures
 Emergency contact information
 Breakdown recovery
 Statement requirements
 Details of the accident to be recorded, including the location of the incident, severity of the
incident, passenger welfare and details of where they have been taken to hospital, if
applicable.

10.4 Vehicle Quality

 All vehicles should be operated in accordance with manufacturer’s recommendations and

instructions and be suitable for their intended use.
 Vehicle exterior cleanliness, bodywork, lights, reflectors, windows, mirrors, signs and
notices.
 Vehicle interior cleanliness, seats, floor, windows, lockers, signs and notices etc.

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  All vehicles should carry the appropriate safety equipment. This includes, first aid kit, fire
extinguisher, spare vehicle light bulbs and, where applicable, a warning triangle, emergency
exit (safety) hammer and other safety equipment required by local legislation e.g. high
visibility jacket.
 In accordance with the manufacturer’s recommendations and instructions, all vehicles
should receive scheduled maintenance and servicing to ensure compliance with local road
traffic regulations.
 All seating and seat belts provided should be securely fitted and be maintained in a
serviceable condition, e.g. free from splits, tears, fraying and should have no exposed metal
components.
 Notices detailing the following minimum instructions, either in English or a pictogram,
should be visible to all passengers:

- Not to stand whilst the vehicle is in motion, and to remain seated

- Wear seat belts where provided
- Number of passengers permissible
- Location of fire extinguisher
- Location of first aid kit
- No smoking
- No to distract the driver whilst the vehicle is moving.

10.5 Luggage

 The transport provider must have a policy to prevent the storage of luggage in the aisle of
the vehicle. If it is necessary to store luggage inside the vehicle (minibus only) then the
luggage should be stored on the rear seats of the vehicle and secured in place to prevent the
items moving and causing damage or harm to the passengers. Where it is necessary to store
luggage inside the vehicle, the passenger numbers within the minibus would need to be
reduced by the number of seats used for luggage and storage.
 Adequate separation between the passengers and the luggage is required. If there is a
possibility that luggage may move or become dislodged during transit, then a secure barrier
should be provided to prevent this.

10.6 Third Party/Sub-Contracting Arrangements

Where the accommodation provider has contracted the transportation services to a third
party/sub-contractor, the supplier must be advised of the transportation safety guidelines and a
system should be in place to monitor their compliance with the transportation safety provisions.

10.7 Golf Buggy Safety

 The property/resort manager must undertake a risk assessment that covers the use of golf
buggies, notably:

- the safe charging of vehicle batteries

- the routes, terrain and environmental (meteorological) conditions within which the golf
buggy may be used,
- the competence and training of the drivers appointed
- the appropriate maintenance procedures and their periodicity.

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  Authorisation to operate a Golf Buggy is contingent on the possession of a valid driver’s
license and suitable training in the safe use of the golf buggy.
 Golf Buggies must be operated with the utmost courtesy, care and consideration for the
safety and convenience of pedestrians. Pedestrians must be afforded the right-of-way at all
times.
 Golf buggies must display an amber flashing warning light during hours of darkness.
 A horn is to be used to warn pedestrians of golf buggy presence.
 Golf Buggies must be operated in such manner that they do not impede or interfere with
normal pedestrian or vehicular traffic flow on roadways, ramps or pavements.
 Golf Buggy drivers will be responsible for the security of ignition keys for the period that a
Golf Buggy is assigned to them.
 Golf Buggies must be operated within the confines of the property/resort only.
 No Golf Buggy will be operated in excess of 10 km per hour and less if the conditions dictate.
 All speed limits must be observed.
 Golf Buggies must be operated in compliance with the common “rules of the road”
regardless of whether Golf Buggies are being operated on pavements or roadways.
 Operators must stop Golf Buggies at all blind intersections and proceed with caution.
 Golf Buggies must not be parked in any manner likely to obstruct or interfere with the flow
of pedestrian or vehicular traffic in heavily travelled areas. Pedestrians as used here, shall
include persons in wheelchairs or mobility assistance devices.
 Operators must not stop (bring a Golf Buggy to rest for any period of time) in the middle of
roads and walkways.
 Golf Buggies must not be adapted in any way from the manufacturer’s design. Golf Buggies
must conform to the manufacturer’s standards.
 All Golf Buggies used within a property/resort must be:
a) maintained to the manufacturer’s service recommendations,
b) records of maintenance must be kept
c) risk assessed for use.

Safe Working Practice

The use of a Golf Buggy in resort accommodation areas:

 All Golf Buggy drivers must hold a current driving license

 Golf Buggy drivers must not be under the influence of drink or drugs
 Never allow children or persons not holding a driving license to drive a Golf Buggy

Before Use:

 All drivers of Golf Buggies must be authorised before they are allowed to drive the Golf Buggy
 Golf Buggy can only be used for number of occupants it was designed to carry

During Use:

 The Golf buggy must not be moved until occupants are seated
 All occupants must remain seated and hold on while vehicle is in motion
 Hands and feet must be kept inside the Golf Buggy at all times
 Golf Buggies must only be driven in designated areas

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  The vehicle must not be used to traverse slopes; only travelling straight up and straight down
slopes
 The area behind the vehicle must be checked before backing up
 Before leaving the Golf Buggy the driver must ensure that the brake has been applied
 All factors that may increase the risk on the journey must be considered, including, the
terrain, environmental and weather factors, and existing vehicular and pedestrian traffic
conditions
 The Golf buggy must be driven with the specified speed limit and less if the terrain and safety
considerations dictate.
 Speed must be reduced prior to all corners and turns
 Sudden stops or changes of direction that may result in a loss of control must be avoided
 When the routes are wet and/or muddy extra caution should be taken.

After Use:

 When the vehicle is to be left unattended, the key should be turned to the “off” position,
removed, and the hill brake applied.

Any damage sustained by the vehicle must be reported to the transport operator and action taken
to remedy any defects.

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Section 11 - Beach Safety
The health, safety and welfare of customers and staff using beaches that are accessed directly and
privately managed by a property is the responsibility of the accommodation owner. The
accommodation owner is also responsible for ensuring that the beach area is kept clean and free
from rubbish and debris. It is imperative that a thorough risk assessment is carried out to identify
the prevalent hazards, evaluate the risks and determine the necessary control measures to
mitigate the risks. The risk assessment should be documented and periodically reviewed, and
updated as circumstances change.

11.1 Signage

Signage advising customers of the rules of the beach should be prominently displayed at the
entrance to the beach, and where deemed necessary, at other popular focal points. Signage
should be pictorial, in English and all the other main languages. The signage should provide the
following information:

 The lifeguarding/supervision regime including hours and dates of operation. If no lifeguards

are provided, the sign should advise “No Lifeguard on Duty”
 The flag warning system
 The buoyed zoning scheme
 Beach hazards to be aware of, such as dangerous rip tides, deep water from the shoreline,
seaweed, jelly fish etc.
 No diving signs should be displayed in a prominent position at the jetties and pontoons

11.2 Flag Warning System

A flag warning system and a simple pictorial board explaining the system to guests should be
provided at, or near to the beach to highlight the swimming conditions to customers. To ensure
that customers can swim safely and to separate swimmers from sea-going vessels such as speed
boats and jet skis, canoes etc. a designated bathing area should be provided. This can be achieved
by providing a zoned area using a line of buoys in the sea.

11.3 Jetties and Floating Platforms

Jetties, pontoons and floating platforms should be of sound construction, as non-slip as possible to
help minimise slips, trips and falls, and be of sufficient strength to withstand weather conditions
and normal berthing. All facilities should be inspected daily as part of the monitoring programme
and any faults identified should be rectified. Records of the actions should be retained

11.4 Rescue Equipment

In line with the findings of the risk assessment, rescue equipment such as life rings, reach poles and
rescue boats should be provided on the beach and be inspected daily to ensure they are in usable
and serviceable condition. Moreover, public rescue equipment suitable for public use and
appropriate for the conditions of the coastline and water should be provided on beach locations e.g.
a throw line with flotation. The rescue equipment should be visible, in a prominent location on the
beach, and should be easy to use without putting the safety of the rescuer at risk. The equipment

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should be checked daily as part of a routine maintenance programme and the results recorded and
retained for inspection.

11.5 Beach Furniture

All the beach furniture including sunbeds and parasols and all the beach constructions such as
kiosks, pontoons, jetties, floating platforms, as well as any sport equipment such as volleyball nets
should be maintained in good condition and be subject to daily inspection to ensure appropriate
repair is carried out as required.

11.6 Documentation

The property manager is to ensure that all safety features are operating correctly and are
supplemented by documented monitoring and recording of information including:

 training of the water sports and beach staff,

 first aid training,
 maintenance of safety equipment e.g. rescue boats,
 maintenance of water sports equipment
 lifeguarding procedures
 A safety instruction briefing should be provided before guests participate in any water sport.
A record of the briefing should be kept in writing and guests should be required to sign to
say that they have received the briefing.
 A record of daily, weekly, monthly and annual checks should be retained and kept available
for inspection or emergency use at all times.

11.7 Water Sports

If the water sports activities are under the direct control of the property or the activities are
operated by the property in conjunction with a third party supplier, Public Liability Insurance (PLI)
should be provided to cover all of the activities available. A copy of the PLI policy should be made
available to travel providers upon request.

The following information should be recorded prior to customers taking part in any water sports
activity:

• Personal details e.g. name, accommodation, room number

• Swimming ability
• Medical conditions (if appropriate to the type of activity).

Prior to commencing any water sports activity, the following information should be explained to
customers:

• Flotation Devices: Buoyancy aids such as a life jacket should be worn. Failure to wear should
result in the customer being refused permission to participate in the activity
• Induction Training: Rules of operation and safety instructions. Failure to adhere will result
in permission being refused to participate in the activity

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 • Designated Zones: The areas they are allowed to go whilst using the craft. They must remain
within the designated areas. Failure to do so will result in the customers being recalled to
the beach and refused permission to participate in the activity
• Emergency Procedures: Procedures applicable for the activity, to include how to attract
attention of the water sports staff if the customers get into difficulties
• Signals: The signals used to warn customers and recall them if necessary.

Documented records demonstrating that the information above was explained should be retained
and available for scrutiny.

The water sports equipment and machinery should be checked daily, maintained in full working
order and kept clean. Documented evidence of maintenance checks on all water sports equipment
should be retained.

11.8 Customer Competency

Customers classed as beginners or novices should be provided with suitable and sufficient
instruction and documented records of the instruction should be retained and available for
scrutiny.

Customers who advise that they are of an intermediate or advanced level of competency should
be verified. Customers should be asked to demonstrate their level of competency to the water
sports staff prior to commencing the activity and a documented record of this should be retained.

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Section 12 - Villa Safety
Most of the sections in this guidance can be applied in assessing safety within small properties such
as villas. This section highlights some villa specific guidance. This section is not exhaustive and you
should refer to the guidance as a whole for individual safety requirements i.e. children’s safety,
gas/fuel safety, pool safety, etc.

12.1 Management Responsibility

Accommodation owners and managers of villa properties have overall responsibility for the safe
operation of their villas and facilities. They should ensure that staff who are employed to manage
and maintain the villa receive the appropriate training to undertake their role, and that there are
documented procedures in place that should be followed for the management of the villa and
ancillary facilities.

12.2 Staircases, Terraces, Balconies

All staircases within the property (internal or external) should be fitted with a handrail or some
form of barrier. Where the width of the stairway is 1.2 metres or greater, handrails should be
provided on both sides.

 There should be no gaps greater than 0.1 metres (10 cm or 100 mm) within the
handrail/barrier (including the landing at the top of the stairs).
 Staircase and corridor railings should:

 Be sufficient in height (at least 0.9 metres (90 cm or 900 mm)

 Be of solid construction
 Have gaps of less than 0.1 metres (10 cm or 100 mm) between each railing

Walls, parapets or balustrades on public walkways and terraces should be over 1.1 metres (110 cm
or 1100 mm) high from the floor to the top of the wall/parapet or balustrade and any gaps should
be less than 0.1 metres (10 cm or 100 mm). There should not be any step-up or climbing
allurements at the base of the wall, parapet or balustrade.

The unprotected edges of flat roofs, patio areas and any drop greater than 0.6 metres (60 cm or
600 mm) in height should be protected by a balustrade constructed to a similar standard as that
required for a balcony.

For more information regarding balconies and related features, please refer to the General Safety
section of this technical guide.

12.3 Slip, Trip and Fall Hazards

The property should be free from any slips, trips and fall hazards. There should be no badly fitted
carpets (or other potential trip hazards) within the villa. All areas of the property should be well lit,
including gardens and the pool area.

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The villa grounds should be free from any unfenced ponds, uncovered wells, irrigation tanks or
similar. Water features including ponds, fountains, etc. should be protected and safe. All holes,
tanks and wells should be securely covered and inaccessible.

12.4 Furniture, Fixtures and Furnishings

The general décor and furnishings in the villa should be maintained in a satisfactory condition. All
villa furniture including garden furniture must be maintained in good condition and should be free
from sharp protruding objects and other physical hazards. Any necessary repairs should be carried
out immediately and records of these retained.

Where security blinds or shutters are fitted in the villa, they should be controlled from the inside
of the property.

12.5 Bedrooms and Bathrooms

Bedrooms and bathrooms should be maintained in a clean and serviceable condition and be free
from damp, dirt and residue. Regular maintenance checks should be carried out in bedrooms and
bathrooms to identify any wear and tear.

 All bathroom and bedroom fixtures and fittings should be secure.

 All showerheads and taps should be free from rust and sediment.
 There should not be any loose or broken tiles.
 Hand basins, baths, shower trays and toilets should be kept clean and free from cracks.
 Ideally with the exception of shaver points, plug sockets should not be provided in the
bathrooms.
 If hairdryers are provided in the bathrooms, they should have permanently wired flexes.

12.6 Kitchen and Dining Rooms

All eating areas and furniture should be clean, tidy and maintained in good condition.

 All linen, cutlery, and condiments should be clean and in good condition.
 All crockery and glass should be clean, well maintained and free from cracks.
 All other equipment provided should be clean and in good condition.

Written instructions should be provided in English and other appropriate languages for the use of
equipment e.g. washing machines, cookers.

Lidded waste bins should be provided in the kitchen. All food storage areas should be clean, dry,
and free from signs of pests (e.g. cockroaches, etc.). Refrigerators and freezers should be
maintained in a good state of repair, including door seals which should be clean and close fitting.

There should also be a fully stocked first aid kit available in the villa.

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12.7 Electrical Appliances

Portable electrical appliances such as kettles, irons, toasters etc. should be checked by a
competent person annually and in accordance with the manufacturer’s instructions, to ensure
they are operating correctly and there are no frayed wires or faults.

12.8 Villa Grounds

All gates, fencing and ancillary items should be checked on a regular basis to ensure they are in
good condition. Where electric gates are present, clear operating instructions/signage should be
provided in English and other appropriate languages for customers. All roads/paths should be
maintained in a good state of repair and should be free from trip hazards.

12.9 Storage of Maintenance Equipment

Sharp items, harmful cleaning chemicals and other injurious materials should be stored securely.
All garden implements and tools should be inaccessible to children and should be securely stored.

12.10 Fire Detection

A suitable form of fire detection should be provided in the villa; domestic type smoke alarms
should be fitted in the villa. To avoid false alarms these should be sited in a suitable location away
from the immediate vicinity of the cooking area. They should also be positioned outside of the
bedrooms in the hall or landing area and in the living area.

 All battery operated smoke alarms should be tested on a weekly basis to ensure they are
working correctly.

 All smoke alarms should be vacuumed to remove dust from the sensors twice per year.

 A Suitable means of summoning assistance should be provided (manual alarm, telephone

etc.).

If domestic smoke detectors are fitted, they should be loud enough to be heard throughout the
property.

Where villas are large in size and consist of multiple levels, automatic fire detection is
recommended. Please see the fire safety section of this guidance for more information regarding
fire detection.

12.11 Emergency Lighting

A torch or hand lamp should be provided to aid evacuation of the property in the event of an
emergency where emergency lighting is not provided in the villa.

12.12 Signs and Notices

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Emergency procedures including the action to be taken in case of fire and the means of raising the
alarm should be provided on a notice or in the villa handbook. The notice or information provided
in the villa handbook should include contact numbers and the full address of the villa. This
information should be provided in English and other frequently used languages.

Directional and final exit signs should be provided where appropriate depending on the size and
layout of the property.

12.13 Means of Escape

All exit/entrance doors within the villa should be free to open from the inside without the use of a
key.

12.14 Fire General

Where open fires are present, the chimney serving the open fire should be swept before the
arrival of the first guests. A record of this should be maintained.

If BBQ equipment is provided within the villa, the BBQ area should be located in a suitable place of
safety and be kept free of any potential hazards e.g. overhanging trees. The BBQ should never be
used inside the villa.

Ash trays should be provided at the villa for the safe disposal of smoking materials.

12.15 Pool Safety

For information relating to swimming pools, children’s pools and spa pools, please refer to section
7 of this guidance.

12.16 Fuel and Energy

All boiler/water heating/heating appliances and associated pipes and flues throughout the
property should be operating properly and safely, be maintained in a serviceable condition and be
subject to an annual inspection by a competent person.

 The service information together with details of any corrective action taken to rectify faults
should be recorded.
 The records should be retained for at least six years and be made available to the travel
providers for inspection upon request.
 Where gas cooking facilities are provided, the appliance should be fitted with burner caps
and on/off control knobs.
 Cooking appliances should be sited within the property in a level, stable and secure position
and sited away from combustible materials e.g. curtains.
 All gas cylinders should be stored in an easily accessible well-ventilated area which allows
easy access to connections and regulating devices to allow replacement with the minimum
of disturbance to the installation and ancillary equipment. Where the cylinder is positioned
in a compartment, adequate low level ventilation to prevent build-up of gas should be
provided.

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  For LPG installations the flexible gas hose connection from the gas cylinder or mains supply
to the cooking appliance should be within date. Please note that some countries put the
expiry date whilst other countries put the date of manufacture. In the latter case, the years
have to be added to give an expiry date, which should be a maximum of five years from the
date of manufacture.

The flexible gas hose connection from the gas cylinder or gas supply to the gas cooking appliance
should be secured with suitable fastenings at both ends.

The flexible gas hose and end connections from the gas cylinder or gas supply to the gas appliance
should be inspected regularly and replaced if showing signs of:

 Physical damage; such as cuts or abrasion, cracking, stretching, flattening, kinking and,
where fitted; missing/worn sealing washers, damaged cylinder connections etc.

 Environmental deterioration; such as stiffening, cracking, de-lamination of outer covering,

chemical degradation e.g. softening of outer coating by contact with oil.

 Hose service failure; such as blistering, soft spots, rupture and, for pre-assembled end
fittings, corrosion or loosening of swaged fittings attaching hose.

Clear operating instructions for customers should be provided in English and other appropriate
languages for all gas appliances. An audible carbon monoxide detector should be provided in the
villa where gas appliances are present.

Where gas patio heaters are provided they should only be used outside in well ventilated areas.
Instructions for the use of equipment such as BBQ’s and other external equipment should be
provided in English. These facilities should be regularly checked and maintained in good working
order.

Portable gas fires should not be used by customers and should be removed from any
accommodation as they are responsible for many deaths and injuries every year, most fatalities
being caused by gas leaks and subsequent fires and explosions and carbon monoxide poisoning.
Models using paraffin or ether as fuel should also be avoided as can easily cause a fire and injuries
if used improperly.

12.17 Bedrooms/Apartments

Bedrooms and bathrooms should be maintained in a clean and serviceable condition and be free
from damp, dirt and residue. Regular maintenance checks should be carried out in bedrooms and
bathrooms to identify any wear and tear. A procedure should be in place to replace damaged
items and records of actions taken should be retained.

Furniture should be secure, stable, in good repair and free from sharp or protruding parts.

All bedroom doors should be made lockable from the inside. A passkey that enables all rooms to
be unlocked from the outside in an emergency should be provided.

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All openable ground floor windows should be modified so that they can be locked shut whilst still
allowing ventilation. Particular attention should be paid to all features in bedrooms or apartments
which could compromise safety such as louvers.

Where smoking is allowed in hotel rooms or apartments, ashtrays must be provided for the safe
extinguishing of all smoking materials.

12.18 Wall Beds

All wall beds, pull down beds and fold down beds and any enclosing cabinets should be examined
to ensure that they are securely fixed to the wall in accordance with the manufacturer’s
instructions. Ideally all wall beds, pull down beds and fold down beds should be replaced with
beds that have supporting legs that fold down automatically into position. Instruction notices,
detailing the safe operation of the beds, should be provided for all wall beds, pull down beds and
fold down beds. For bunk bed specific guidelines, these can be consulted in the Child Safety
section.

12.19 Bathrooms

All bathroom fixtures and fittings should be secure. All showerheads and taps should be free from
rust, scale and sediment. There should not be any loose or broken tiles in the bathroom. Hand
basins, baths, shower trays and toilets should be kept clean and free from cracks. Ideally, with the
exception of shaver points, plug sockets should not be provided in the bathrooms. If hairdryers are
provided in the bathrooms, they should have permanently wired flexes.

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Section 13 - Prevention of Spread of Infection (POSI)
The Prevention of Spread of Infection procedures are designed to provide accommodation
suppliers with an outline of the core illness management required to prevent communicable
illnesses occurring and when they do occur, mitigate the spread of and the risk to their customers.

Documented illness management procedures should be an integral part of a property’s approach

to health and safety management. The system should be capable of managing a variety of
illnesses, particularly gastro-intestinal illnesses (also known as Gastroenteritis) where symptoms
such as stomach cramps, vomiting and diarrhoea are experienced.

The illness management procedures should take into account what would be considered normal
background sickness levels at the property, for the management and staff to then recognise when
the numbers of individuals experiencing illness increases, an outbreak becomes evident and
remedial measures need to be implemented.

Designing, developing and implementing an illness management system requires input from all
levels of management and staff. A designated illness management team should be convened and
given strict guidelines to adopt and adhere to, so that when called to action in the event of an
outbreak of illness the process is efficiently managed.

Illness outbreaks can occur via the spread of infection from person to person either by bodily
contact, airborne spread, cross-contamination from inanimate objects including hard surfaces and
textiles, food and water etc. There are a number of controls that can be put in place or reinforced
within the property to break the chain of infection and help reduce the risk of contagion.

The following enhanced management procedures, termed, Prevention of Spread of Infection

(POSI) Controls, when implemented efficiently can help mitigate the spread of illness, reduce
numbers to normal levels within a short period of time and where possible, prevent recurrence
and are included at Annex A.

Specific advice on the characteristics of Norovirus is at Annex B.

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Annex A - Prevention of Spread of Infection (POSI) Procedures
These recommendations include important control measures to be used with any routine cases of
gastrointestinal illness and especially when there is a raised level of illness. If carefully managed and
implemented correctly, they will help prevent outbreaks and further spread of illness.

Management of Illness

 Arrange for all guests who are ill to have their meals, food and drinks in their room
whenever possible. Ideally room service should be provided until they have been
symptom free for at least 48 hours.

 Affected guests should be excluded from using swimming pools and any public water
facilities until they have been symptom free for at least 48 hours and are eating and
drinking normally. The affected guest’s family may also be discouraged from using the
pools until they are symptom free for 48 hours.

 Encourage guests to report any public vomiting or diarrhoea incidents. Also staff should
report these incidents to a nominated person, so immediate action can be taken.
Whenever possible the affected room/area should remain closed for at least 2 hours and
be thoroughly cleaned and disinfected.

 Affected guests should be advised on basic hygiene precautions to minimise the risk of
spreading the illness. In particular, to always wash their hands thoroughly after using the
toilet and before eating.

Housekeeping

 Whenever possible use dedicated housekeeping staff to clean the rooms of affected guests
until they have been free from symptoms for at least 48 hours.

 Particular attention must be given to disinfectant spraying of all hand and body contact
points, such as door handles, taps, WC cistern handles, toilet seats etc.

 Make up fresh solutions of 1000ppm (parts per million) hypochlorite or chlorine solution
each day in buckets or spray bottles. Where other disinfectants are used (for example on
soft furnishings) these should be products which are effective against Norovirus.

 Use disposable cloths in all rooms where possible. If cloths are reused, then soak them after
use in a 1000ppm hypochlorite or chlorine solution and wash them at the highest possible
water temperature in a dedicated machine or sink.

 When cleaning a room where a guest is obviously ill and when dealing with vomiting or
diarrhoea incidents, staff should either use paper towels, or single use cloths which are then
bagged and disposed of after cleaning this room or area.

 Soiled linen from rooms where guests are ill should be placed in sealed bags separately,
preferably using colour-coded bags.

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  Notify laundry staff to take special care when cleaning, including using plastic disposable
gloves and protective clothing when handling soiled linen and then carrying out thorough
hand washing before touching any clean laundry. Where possible a designated laundry
machine should be used for linen from affected guests and it should be washed at the highest
temperature possible.

Food Service

 When levels of illness increase extra precautions should be used in all self-service food
operations. Guests should be encouraged to wash their hands before eating using notices
and advice. In addition, hand sanitising gels or wipes may also be provided during outbreak
situations.

 During outbreaks serve food to guests whenever possible. Where this cannot be done try to
wrap, or cover food and whenever possible provide it in individual portions.

 Ensure the handles of serving spoons and tongs do not come in contact with other displayed
food and change these if they do fall into food.

 Change service spoons, tongs and dispensing implements for fresh ones as frequently as
possible and at least every half-hour.

 Apply disinfectants to hand touch surfaces such as tables, buffet tray rails and drink dispense
buttons, as frequently as possible.

 Have staff on hand to help children dispense food and remove any tongs/spoons or food
that may have been contaminated by children. For example, when a child is seen to stick
their fingers into food.

 All waiting staff and chefs should be reminded to wash their hands as frequently often as
possible. This should be checked and supervised.

Children’s Clubs

 Exclude all sick children until they have been symptom free for at least 48 hours and are
eating and drinking normally. It is recommended that other children from the same family
are also advised not to use the club.

 Keep a specific record of all cases of gastrointestinal illness amongst children. These cases
must also still be recorded in the central sickness log.

 Disposable aprons and gloves should be worn by staff for nappy changing and thorough hand
washing carried out after each change.

 Nappies should be disposed of in sealed plastic bags and stored in a lidded container out of
reach of other babies. Gloves and apron should also be disposed of after each use using
sealed bags and a safe disposal system.

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Reception Staff

 Ensure all reception staff are well briefed on the action to be taken when they receive a
report of sickness, or of a faecal or vomit accident, etc.

 Whenever possible have a named, designated person on duty at all times who is trained to
deal with all such incidents.

Staff Sickness

 Any staff who report or show signs and symptoms of gastrointestinal illness must be
excluded from work until they have been symptom free for at least 48 hours and are eating
and drinking normally.

 All food and beverage staff should provide a faecal specimen, which must be tested and
found to be negative before returning to work.

Sickness Recording

 All reported cases of gastrointestinal illness are to be recorded on the basic sickness report.
Ensure symptoms are clearly recorded, especially identifying the onset date and the type of
symptoms experienced first and also the duration of symptoms especially when cases
quickly recover.

 E-mail the sickness report daily to your relevant head office.

 Notify any relevant staff sickness to the Tour Operators immediately.

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Annex B - Norovirus

Background & Symptoms

Norovirus is a very common cause of gastrointestinal illness and outbreaks can strike at any time
of the year in any location around the world. Norovirus is spread from person-to-person extremely
easily, and as such, it can be a major problem for accommodation providers, cruise operators and
airlines. Norovirus outbreaks are typically recognised by a sudden rise in illness reports within a
property, with symptoms including acute abdominal pain, vomiting and diarrhoea. Projectile
vomiting is one of the signature symptoms in the early stages of a Norovirus outbreak, although
this may decrease as the outbreak proceeds, with diarrhoea becoming the predominant symptom.

Classically symptoms of Norovirus are generally quite short, lasting for around 24 to 60 hours
although as with most illnesses, there can be variances depending upon the individual suffering
from the symptoms. In most cases of Norovirus, symptoms are self-limiting and medicines are not
necessarily required although doctors may prescribe anti-sickness drugs or, where required, will
look to reduce dehydration by the use of saline drips.

Transmission Route

The faecal/oral route is the established route of transmission and infection occurs following
ingestion of faecally contaminated food and water. Other routes are also implicated, these help
explain the explosive outbreaks that cannot be attributed to faecal/oral route spread alone and
which occur in semi-closed communities such as hotels or cruise ships. Illness reports often reveal
that there is significant person-to-person spread between family and travel groups and also
between staff members who share accommodation. Person-to-person spread via aerosolised
vomit following projectile vomiting is another route of spread. Direct transmission via
contaminated surfaces, especially carpets and toilet seats, is also now considered a significant
route.

Susceptible Groups

The virus affects all age groups, but particularly the elderly and immunocompromised are
particularly susceptible.

Guest/Staff Sickness

A customer may be unaware that they have the virus when they check in. If a customer is ill with
vomiting or diarrhoea on arrival, they should be restricted to a safe area until the property doctor
has been consulted. A staff member may be unaware that they have the virus when they come to
work. All ill staff members should report by telephone before coming to the property and should
be excluded until they have recovered. A person visiting the property may be unaware that they
have the virus. Contaminated food, although this is rare, but the type of food that is high risk is
shellfish, especially if harvested in an area where there is a Norovirus outbreak in the local
population.

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How is the Diagnosis Made?

Diagnosis is mainly from the clinical symptoms. Norovirus infection should always be suspected if
someone has unexpected vomiting. Such vomiting may come on so suddenly that they have no
time to go to their room or a toilet area. Housekeeping staff should report any requests for new
linen as a result of a vomiting or diarrhoea incident in a room. If further cases occur in other
customers within a few days, the diagnosis of Norovirus is heightened. Unexplained diarrhoea may
be due to Norovirus infection, but may be confused with food poisoning. Norovirus diarrhoea
usually does not last as long as food poisoning diarrhoea, which can persist for many days. If a
customer or staff member has acute diarrhoea that clears in 24-30 hours, do not assume that
there is a problem, it may be start of a Norovirus outbreak.

Laboratory tests are becoming more readily available but specimens of faeces or vomit need to be
collected in the first day or two of the illness. Laboratories with the necessary expertise and
equipment to do the test will be able to advise on how long it takes for a result to become
available. Laboratory tests cautions:

 Even if tests are negative, persons may still be suffering from Norovirus infection
 Preventative actions should be taken if the clinical signs suggest Norovirus
 Waiting for laboratory results will delay effective control.

What is an outbreak?

In a tourist accommodation setting it is difficult to establish a clear definition of what an outbreak

is and definitions can vary. It will depend on several factors such as the size of the property, the
number of people staying there, whether the initial cases, in customers and/or staff, were within
one family or not, the number of cases, the period of time, etc. However, as a general rule, if there
are five or more cases within a period of 24 hours, displaying the above clinical symptoms, then
this should be regarded as an outbreak. In this situation, the senior management of the property
should be informed of the outbreak. This should be escalated and discussed with their travel
provider’s health and safety departments and advice should be sought from their internal or
external health and hygiene advisers.

Outbreak patterns

The outbreaks in properties that have been studied show similar patterns if there are no prompt
effective control measures.
 The number of cases rises sharply at the onset, diminishing over the next few days.
 Further new cases usually occur shortly after the arrival of new customers. Within a day or
two of new customers arriving, new cases of the illness are reported.
 The number of new cases slowly falls each week over a period of five to seven weeks.

Management

Good hygiene standards and proactive illness management techniques can help prevent the onset
of a Norovirus outbreak, although these are not fool-proof.

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Customers

During Norovirus illness outbreaks, customers may request to be moved to an alternative

property. It is recommended that customers should not be moved as this will simply spread the
illness to the new accommodation. The implementation of the POSI guidelines detailed within this
section, is essential when the onset of an outbreak is identified.

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Metric to Imperial Measurement Conversion Chart
cm inches cm inches cm inches cm inches metres feet
1 0.3937 51 20.079 101 39.764 151 59.449 1 3ft 3.3701in
2 0.7874 52 20.472 102 40.157 152 59.843 2 6ft 6.7402in
3 1.1811 53 20.866 103 40.551 153 60.236 3 9ft 10.110in
4 1.5748 54 21.26 104 40.945 154 60.63 4 13ft 1.4803in
5 1.9685 55 21.654 105 41.339 155 61.024 5 16ft 4.8504in
6 2.3622 56 22.047 106 41.732 156 61.417 6 19ft 8.2205in
7 2.7559 57 22.441 107 42.126 157 61.811 7 22ft 11.591in
8 3.1496 58 22.835 108 42.52 158 62.205 8 26ft 2.9606in
9 3.5433 59 23.228 109 42.913 159 62.598 9 29ft 6.3307in
10 3.937 60 23.622 110 43.307 160 62.992 10 32ft 9.7008in
11 4.3307 61 24.016 111 43.701 161 63.386 11 36ft 1.0709in
12 4.7244 62 24.409 112 44.094 162 63.78 12 39ft 4.4409in
13 5.1181 63 24.803 113 44.488 163 64.173 13 42ft 7.8110in
14 5.5118 64 25.197 114 44.882 164 64.567 14 45ft 11.181in
15 5.9055 65 25.591 115 45.276 165 64.961 15 49ft 2.5512in
16 6.2992 66 25.984 116 45.669 166 65.354 16 52ft 5.9213in
17 6.6929 67 26.378 117 46.063 167 65.748 17 55ft 9.2913in
18 7.0866 68 26.772 118 46.457 168 66.142 18 59ft 0.66142in
19 7.4803 69 27.165 119 46.85 169 66.535 19 62ft 4.0315in
20 7.874 70 27.559 120 47.244 170 66.929 20 65ft 7.4016in
21 8.2677 71 27.953 121 47.638 171 67.323 21 68ft 10.772in
22 8.6614 72 28.346 122 48.031 172 67.717 22 72ft 2.1417in
23 9.0551 73 28.74 123 48.425 173 68.11 23 75ft 5.5118in
24 9.4488 74 29.134 124 48.819 174 68.504 24 78ft 8.8819in
25 9.8425 75 29.528 125 49.213 175 68.898 25 82ft 0.25197in
26 10.236 76 29.921 126 49.606 176 69.291 26 85ft 3.6220in
27 10.63 77 30.315 127 50 177 69.685 27 88ft 6.9921in
28 11.024 78 30.709 128 50.394 178 70.079 28 91ft 10.362in
29 11.417 79 31.102 129 50.787 179 70.472 29 95ft 1.7323in
30 11.811 80 31.496 130 51.181 180 70.866 30 98ft 5.1024in
31 12.205 81 31.89 131 51.575 181 71.26 31 101ft 8.4724in
32 12.598 82 32.283 132 51.969 182 71.654 32 104ft 11.843in
33 12.992 83 32.677 133 52.362 183 72.047 33 108ft 3.2126in
34 13.386 84 33.071 134 52.756 184 72.441 34 111ft 6.5827in
35 13.78 85 33.465 135 53.15 185 72.835 35 114ft 9.9528in
36 14.173 86 33.858 136 53.543 186 73.228 36 118ft 1.3228in
37 14.567 87 34.252 137 53.937 187 73.622 37 121ft 4.6929in
38 14.961 88 34.646 138 54.331 188 74.016 38 124ft 8.0630in
39 15.354 89 35.039 139 54.724 189 74.409 39 127ft 11.433in
40 15.748 90 35.433 140 55.118 190 74.803 40 131ft 2.8032in
41 16.142 91 35.827 141 55.512 191 75.197 41 134ft 6.1732in
42 16.535 92 36.22 142 55.906 192 75.591 42 137ft 9.5433in
43 16.929 93 36.614 143 56.299 193 75.984 43 141ft 0.91339in
44 17.323 94 37.008 144 56.693 194 76.378 44 144ft 4.2835in
45 17.717 95 37.402 145 57.087 195 76.772 45 147ft 7.6535in
46 18.11 96 37.795 146 57.48 196 77.165 46 150ft 11.024in
47 18.504 97 38.189 147 57.874 197 77.559 47 154ft 2.3937in
48 18.898 98 38.583 148 58.268 198 77.953 48 157ft 5.7638in
49 19.291 99 38.976 149 58.661 199 78.346 49 160ft 9.1339in
50 19.685 100 39.37 150 59.055 200 78.74 50 164ft 0.50394in

151
References
Argent Health and Safety Technical Guidance V1
BS EN 1069 Part 1 and 2
BS EN 13451 Parts 1 and 2
BS EN 15288 Parts 1 and 2
Food Standards Agency - http://www.food.gov.uk/
FTO Tourism Accommodation Health and Safety Technical Guide
Health and Safety Executive HS(G) 179 - Managing H&S in Swimming Pools
Health and Safety Executive HS(G) 274 - Legionnaire’s Disease Technical Guidance
Public Health England - https://www.gov.uk/topic/health-protection/infectious-diseases
www.vedardalarm.com
www.fixfire.co.uk

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