Short Mat Players Tour (SMPT) – Health & Safety Policy

1. Policy Statement

The Short Mat Players Tour (SMPT) is committed to providing a safe, healthy, and welcoming environment for all players, volunteers, staff, spectators, and contractors. We recognise our legal duties under UK health and safety legislation and will take all reasonably practicable steps to prevent injury, ill health, and incidents at our events.

This policy applies to all SMPT‑organised competitions, including national and international events held at indoor venues across the UK.

2. Legal Framework

SMPT complies with the following legislation and guidance:

• Health and Safety at Work etc. Act 1974
• Management of Health and Safety at Work Regulations 1999
• Regulatory Reform (Fire Safety) Order 2005
• Provision and Use of Work Equipment Regulations (PUWER)
• Electricity at Work Regulations 1989
• Equality Act 2010
• Terrorism Protection of Premises Act 2025 (Martyn’s Law) – proportionate measures
• HSE Event Safety Guidance and relevant Purple Guide sections

3. Responsibilities

3.1 SMPT Directors

• Maintain this Health & Safety Policy and ensure compliance.
• Ensure risk assessments are completed for every event.
• Provide adequate resources for safe event delivery.
• Appoint an Event Safety Lead for each competition.

3.2 Event Safety Lead

• Oversee health & safety arrangements during the event.
• Conduct pre‑event safety checks and brief volunteers.
• Coordinate incident response and reporting.
• Liaise with venue management on safety matters.

3.3 Volunteers & Event Staff

• Follow all SMPT safety procedures and instructions.
• Report hazards, incidents, and near misses immediately.
• Assist with safe crowd flow, emergency procedures, and equipment handling.

3.4 Participants & Spectators

• Follow venue rules and SMPT instructions.
• Use equipment responsibly.
• Report hazards or incidents to event staff.

4. Risk Assessment

SMPT conducts a written risk assessment for each event, covering:

• Venue layout, capacity, and crowd flow
• Trip hazards (mats, equipment, bags, cables)
• Electrical safety (PAT‑tested equipment, cable routing)
• Manual handling (mats, scoreboards, barriers)
• Fire safety and evacuation routes
• First aid provision and medical emergencies
• Safeguarding risks (children and adults at risk)
• Security and terrorism‑related considerations
• Accessibility and welfare
• Weather‑related risks (if applicable)

Control measures are implemented and reviewed annually or after any incident.

5. Venue Safety & Coordination

SMPT works closely with each host venue to ensure:

• Fire exits and evacuation routes are unobstructed
• Emergency procedures are understood by staff
• Venue‑specific hazards are identified and controlled
• Electrical systems and facilities are safe and compliant
• Adequate lighting, heating, ventilation, and welfare facilities are provided

6. Electrical Safety

SMPT maintains a dedicated electrical safety policy. Key requirements:

• All SMPT electrical equipment (laptops, printers, extension leads) undergo annual PAT testing
• Visual checks are completed before each event
• No daisy‑chaining of multi‑gang adaptors
• Cables must be fully unwound and routed away from walkways
• Liquids must be kept away from electrical equipment
• Faulty equipment is removed from service and labelled DO NOT USE

7. Manual Handling

To reduce the risk of injury:

• Mats, scoreboards, and barriers must be lifted using correct technique
• Heavy items should be carried by two people where appropriate
• Volunteers must not lift beyond their capability

8. First Aid & Medical Provision

SMPT ensures appropriate first aid cover for all events:

• Minimum of 1–2 qualified first aiders on site
• Access to venue emergency equipment (e.g., defibrillator)
• Emergency contact details for local services

All injuries, illnesses, and near misses must be recorded.

9. Fire Safety & Emergency Procedures

SMPT adopts the venue’s fire safety arrangements and supplements them with event‑specific controls:

• Fire exits must remain clear at all times
• Players and spectators receive a pre‑event briefing on evacuation procedures during the welcome speech
• Assembly points are communicated to all staff
• Mats, bags, and equipment must not obstruct escape routes
• In an emergency, staff will guide participants to safety and contact venue management

10. Safeguarding

SMPT maintains a separate safeguarding policy covering children and adults at risk. Health & safety responsibilities include:

• Ensuring safe supervision of vulnerable individuals
• Preventing unsafe interactions
• Providing clear reporting routes for concerns
• Ensuring photography/filming rules are followed
• Maintaining codes of conduct for players

11. Security & Martyn’s Law Compliance

SMPT implements proportionate security measures:

• Awareness of suspicious behaviour
• Clear reporting routes for security concerns
• Coordination with venue staff
• Emergency lockdown or evacuation procedures
• Staff briefing on terrorism‑related risks (appropriate to venue size)

12. Welfare & Accessibility

SMPT ensures:

• Accessible routes and facilities
• Adequate seating and rest areas
• Hydration points
• Clear signage
• Consideration for participants with disabilities or medical conditions
• Safe storage areas for bags and equipment, either changing room or under seats for bags

13. Incident Reporting & Investigation

All incidents, near misses, hazards, and safeguarding concerns must be reported to the Event Safety Lead.

SMPT will:

• Record all incidents in the event log
• Investigate incidents where necessary
• Implement corrective actions
• Review procedures after significant events
• Share learning with staff and volunteers

14. Communication & Training

SMPT ensures:

• Staff understand emergency procedures
• Participants receive clear instructions where relevant
• Safety information is available in event documentation and signage

15. Review & Continuous Improvement

This policy is reviewed:

• Annually
• After any significant incident
• When legislation or venue requirements change
• When new equipment or processes are introduced

SMPT is committed to continuous improvement in health and safety standards.