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Emergency and Evacuation Policy
The Shades of the Life Oxford Digital Design and Visual Art Studio
Bright Future Innovators Camp & Mystery Missions Camp
Last Reviewed: 10. 05. 2025.
Designated Safety Lead: Gyongyi Domokos (CEO)

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1. Purpose

The purpose of this Emergency and Evacuation Policy is to ensure that all staff, children, volunteers, and visitors are familiar with procedures in the event of an emergency such as fire, natural disaster, or security threat. Our goal is to keep everyone safe through rapid, calm, and well-organised evacuation or lockdown.

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2. Scope

This policy applies to all children, staff, volunteers, visitors, and external partners present at any Shades of the Life Oxford camp location.

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3. Types of Emergencies Covered

  • Fire

  • Flood

  • Severe weather (e.g. storms, heatwaves)

  • Gas leak or chemical spill

  • Medical emergency

  • Intruder or suspicious behaviour

  • Terror or bomb threat

  • Power outage

 

4. General Emergency Procedures

  • All locations must have clearly displayed emergency exit routes and assembly points.

  • Evacuation drills will be conducted during the first two days of every camp week.

  • Staff will be briefed on emergency procedures before the start of each camp session.

  • A designated staff member (e.g. site manager) will take the lead in all emergency situations.

 

5. Fire Safety and Evacuation

5.1 Prevention

  • Fire exits must remain unobstructed at all times.

  • Electrical equipment is to be PAT-tested where required.

  • Flammable materials stored safely away from ignition sources.

 

5.2 In the Event of Fire:

  1. Sound the alarm immediately.

  2. Evacuate using the nearest safe exit.

  3. Staff to guide children quickly but calmly.

  4. Do not stop to collect belongings.

  5. Assemble at the designated assembly point.

  6. Conduct a roll call using the daily register.

  7. Do not re-enter the building until instructed by emergency services.

 

6. Lockdown Procedures (e.g. intruder)

  • On alert, staff will calmly direct children to the safest area.

  • Doors and windows will be locked; blinds drawn where possible.

  • Children will be asked to remain quiet and hidden.

  • Mobile phones kept on silent.

  • Parents will only be contacted when it is safe and appropriate to do so.

 

7. Medical Emergencies

  • First aiders will assess the situation and administer aid where necessary.

  • Emergency services (999) will be contacted if needed.

  • Parents/guardians informed immediately.

 

8. Roles and Responsibilities

Camp Manager / Site Leader:

  • Overall lead during emergencies

  • Ensure register is taken and headcount completed

  • Liaise with emergency services

All Staff:

  • Follow emergency protocols

  • Assist children, especially those with additional needs

  • Reassure and maintain calm

First Aiders:

  • Administer medical assistance

  • Record and report any injuries sustained during evacuation

 

9. Special Considerations

  • Children with SEND or mobility needs will have a Personal Emergency Evacuation Plan (PEEP).

  • Staff will be allocated to assist these children during evacuations.

  • Any visitors or external providers will be briefed on emergency exits upon arrival.

 

10. Communication with Parents

  • Parents will be informed of all serious incidents and evacuations.

  • Emergency contact information must be up to date and accessible at all times.

  • Follow-up emails may be sent for non-critical incidents for transparency.

 

11. Training and Review

  • All staff must complete emergency response training prior to camp start.

  • This policy will be reviewed annually and updated in line with guidance from local authorities, schools, or premises hosts.

 

Contact:
Gyongyi Domokos
CEO & Designated Safety Lead

gyongyidomokos@theshadesofthelife.com I +44/(0)7380410465

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