Write a toolbox talk on art gallery fire evacuation procedure for gallery officer

Gallery officers play a critical role in protecting visitors, staff, contractors, and collections during a fire emergency. Your duties are to recognize hazards, raise the alarm immediately, direct a calm and orderly evacuation, assist vulnerable persons, account for people at assembly points, and report any issues or incidents in line with the gallery’s emergency evacuation plan and fire safety procedures. Fire safety plans should include evacuation and response procedures, floor plans showing fire exits, alarm points and evacuation routes, and they must be communicated to employees and contractors. [4] [5] [7]

Key responsibilities for gallery officers:

• Know the gallery’s fire alarm system, emergency access routes, primary and secondary evacuation routes, fire exits, refuge areas, and assembly points.
• Keep escape routes, fire exits, fire doors, alarm call points, extinguishers, and emergency access doors unobstructed and usable at all times.
• Watch for fire hazards such as combustible waste, blocked exits, damaged fire doors, or improperly stored materials, and report defects to management immediately.
• Participate in drills and help visitors, staff, contractors, and volunteers understand what to do during an alarm or evacuation.
• During an incident, sweep assigned areas if safe to do so, direct people to the nearest safe exit, prevent elevator use, and move everyone to the predetermined assembly point.
• At the assembly point, conduct or support head counts and report missing persons or relevant information to the evacuation coordinator or fire service.

[5] [5] [13] Emergency response and alarm activation:

1. If you discover smoke or fire, activate the nearest fire alarm immediately.
2. Call emergency services as soon as it is safe to do so and provide the gallery address, exact location of the fire, type of fire if known, whether anyone is injured or missing, and any access information responders need.
3. Notify internal emergency contacts in accordance with the gallery emergency plan.
4. Only attempt to use a portable fire extinguisher if gallery policy permits it, you have been trained, the fire is very small and in its incipient stage, and you have a clear escape route behind you. If there is any doubt, evacuate immediately.
5. Do not delay evacuation to collect belongings, investigate the fire, or protect artwork unless specifically assigned and trained under the emergency plan.

[5] [2] [6] Evacuation routes, exits, and assembly points:

• Use the nearest safe exit identified in the gallery fire safety plan; if one route is blocked by smoke or fire, use the alternate route.
• Ensure at least two evacuation routes are available from each area where required, and that maps and procedures are posted for staff reference.
• Never use lifts or elevators during a fire evacuation.
• Keep exit routes and exit doors free from obstructions, locked doors, displays, equipment, or decorations that could delay escape or hide the exit.
• Follow exit signage and directional signs to the exit discharge and then continue to the designated assembly point at a safe distance from the building.
• Keep people clear of exit discharge doors and access roads so emergency responders can enter and operate safely.

[1] [10] [9] [11] Assisting visitors, contractors, and vulnerable persons:

• Take charge calmly and give clear, simple instructions to visitors: stop viewing, leave belongings if necessary, and follow you to the nearest safe exit.
• Check toilets, quiet galleries, education rooms, and other enclosed spaces in your assigned area if it is safe to do so.
• Identify anyone who may need assistance, including disabled persons, older visitors, children, people with temporary injuries, or anyone who may not hear or understand the alarm.
• Use the gallery’s buddy, refuge, or assisted-evacuation arrangements as set out in the emergency plan. If someone cannot use stairs independently, follow the site-specific procedure and inform the evacuation coordinator or fire service of their exact location immediately.
• Ensure contractors and temporary staff are briefed on emergency procedures and included in evacuation accountability.

[1] [11] [3] [8] Assembly point control, accountability, and re-entry:

• Direct everyone to the designated assembly point or rally point for that area and keep groups together where possible.
• Conduct a head count for staff and, as far as practicable, account for visitors, volunteers, contractors, and anyone signed in.
• Report missing or unaccounted persons immediately to the evacuation coordinator and then to the fire service, including last known location and any mobility or medical issues.
• Do not allow anyone to re-enter the building until the fire service or incident commander states it is safe.

[6] [12] [5] Incident reporting and post-incident actions:

• Report all fires, alarm activations, near misses, blocked exits, defective alarms, damaged extinguishers, emergency lighting faults, and evacuation difficulties through the gallery’s reporting procedure.
• Record who discovered the incident, time of alarm, area affected, actions taken, evacuation issues, persons assisted, and any missing-person reports.
• Ensure incidents are investigated and corrective actions are tracked, such as improving signage, training, staffing, communications, or housekeeping.
• After drills or real evacuations, participate in debriefs and update the emergency evacuation plan where lessons are identified.

[3] [3] [4] Compliance points gallery officers should understand:

• The emergency action plan should be written, available to employees, and reviewed when developed, when responsibilities change, and when the plan changes; annual refresher training is good practice and may be required by site policy.
• The plan must include reporting procedures, evacuation procedures and exit route assignments, accountability after evacuation, rescue or medical duties where assigned, and contact persons for further information.
• An employee alarm system must be maintained and use distinctive signals where different actions are required.
• Exit routes must be permanent, adequately marked and lit, unobstructed, and doors must be openable from the inside without keys, tools, or special knowledge.
• Fire prevention measures should include housekeeping, control of combustible waste, inspection and maintenance of fire protection equipment, and communication of fire hazards to staff.

[9] [9] [9] [10] [14] Suggested toolbox talk takeaway for gallery officers: On discovering fire: raise the alarm, call emergency services, evacuate calmly by the nearest safe route, assist anyone needing help, go to the assembly point, account for people, report missing persons, and never re-enter until authorized. Every shift, keep exits clear, know your routes, know your alarm points, and know who may need assistance. [5] [5] [5]