Safety Policy & Contingency Plan

General Statement

The Chairman, Board Members & Committee Members (hereby referred to as “The Club”) undertake to ensure, as far as reasonably practicable, that all facilities and activities at Portland Park are constructed, maintained, inspected, tested and managed in a way that as far as reasonably possible ensures the reasonable safety of  everyone attending  the venue.

The following Safety Policy & Contingency Plan is part of the planning by the Club to respond to and deal with any incident which might prejudice safety or disrupt the normal operation of the Stadium.

ENTRY OF SPECTATORS

The Club will ensure the provision of adequate entry systems to Portland Park.

To ensure that capacities are not knowingly exceeded, entry to games expected to be near capacity will be “all ticket”.

The Club will engage sufficient stewards to manage the entry of spectators prior to and during each event.

The Club will engage sufficient segregation policies for home and away spectators as and when they are required.

EXIT OF SPECTATORS

The Club will ensure the provision and maintenance of an adequate number of exits from the stadium to accommodate the maximum capacity of any area in use.

All exits will be manned by stewards when Portland Park is in use for games and all such exits will be clearly identified.

MANAGEMENT OF SPECTATORS IN PORTLAND PARK

The Club operates a system incorporating club officials and stewards to ensure the safety of spectators when entering and leaving Portland Park and whilst they are watching the match.

Signs which govern hazards or relate to safety matters are placed prominently at all points of Portland Park.

Any safety matters which are specific to any event will be conveyed to spectators at the event via the PA system, the website, social media or such other means as may reasonably be required.

Matters which concern public order problems will involve liaison between the Club’s Safety Officer, officials and the police.

STEWARDING

The main duties of the stewards/club officials are:

  • To understand their general responsibilities towards the health and safety of all categories of spectators, other stewards, ground staff and themselves.
  • To carry out pre-match safety checks, including for flares and pyrotechnics.
  • To control or direct spectators who are entering or leaving the ground, and to help achieve an even flow of people in, to and from the viewing areas.
  • To assist in the safe operation of the ground, not to view the activity taking place, and to enforce Ground Regulations.
  • To staff and steward entrances, exits and other strategic points; for example, segregation, perimeter and exit doors or gates which are not continuously secured in the open position while the ground is in use.
  • To recognise crowd conditions so as to ensure the safe dispersal of spectators and the prevention of overcrowding, particularly on terrace or viewing slopes.
  • To assist the emergency services as required.
  • To provide basic emergency first aid.
  • To respond to emergencies (such as the early stages of a fire); to raise the alarm and take necessary immediate action.
  • To remove any spectators found with any prohibited items, such as alcohol or flares and/or pyrotechnics.
  • To undertake specific duties in an emergency or as directed by the safety officer or the appropriate emergency service officer.
  • Stewards must at all times be aware of and be ready to respond to the emergency procedures as set out in the Club’s Contingency Plan.

    INSPECTION & SAFETY REVIEW

    The Club will operate a system whereby all systems and equipment used as part of its safety function are subject to continuous inspection and test.

    The frequency of inspections and tests will not be less than that advised by equipment manufactures or statutory requirements. Competent persons will be used to carry out such inspection or tests. The result of all inspections and tests will be recorded.

    The result of all inspections, tests, ongoing safety reporting and recording systems which make up the risk analysis, structural, mechanical and electrical surveys will form part of the annual policy review. Any certificates will be available for inspection.

    COMMUNICATION

    With the public: The Club will endeavour to maintain communications with the public/spectators through information on its website, social media (Twitter and Facebook), club notices; public address system; encouragement of stewards in customer care and feedback from all sources both within and outside the Club.

    With staff: The Club will encourage two-way communication with officials & staff on all safety related matters. Staff will be encouraged to report all safety related issues through the chain of command at any time and a record will be made of all such comments.

    With other agencies: When deemed necessary, the Club will provide facilities for both pre and post-match briefings between the Club and emergency or other external /services. The Club will endeavour to provide representation at the appropriate level for all meetings with such services. The Club will engage with appropriate local services in ensuring maintenance of best practice.

    CONTINGENCY PLANS

    1. FIRE INCIDENT ACTION PLAN

    Anyone discovering, or suspecting, an outbreak of fire must report the location and description of the incident by:

    • Activating the nearest fire alarm
    • By telephone
    • By word of mouth direct to any Committee Member or persons in charge

    A fire alarm system is installed in the clubhouse.

    On discovery of a Fire , everyone should evacuate the building and make their way to the Fire Assembly Point in the Main Car Park.

    If in any doubt, Dial 999 to the Fire Service.

    Regular guidance / drills to be carried out

    • All people should meet in their groups and account for each member .
    • Do not leave the facility until Groups are checked and the Fire Brigade allow evacuation.
    • Under no circumstances should anyone attempt to depart the Stadium by a vehicle as this would prevent entry by the Fire Brigade.
    • Trained  personnel may if possible and safe to do so to tackle a small fire with extinguisher equipment.
    • Advise everyone to evacuate everyone from the vicinity of the fire and prevent re-entry.
    • Ensure a Competent person meets the Fire Service at the Portland Street entrance.
    • Upon arrival of the Fire Service, the Safety Officer and Club staff will assist as directed by the Senior Fire Officer at the scene. At this stage the senior fire officer will be in charge of any subsequent actions.

    Portable fire extinguishers located in all areas of the stadium. These are tested annually.

    2. ADVERSE WEATHER CONDITIONS / DAMAGE TO BUILDINGS

    Upon visual inspection or notification of any structural damage or defect in or within the curtilage of the Stadium which could affect spectator safety or disrupt the normal operation of the Stadium a Committee member will:

    • Inspect the area and assess the risk to safety.
    • Contact the Emergency Services if in doubt.
    • Decide whether that part or the entire Stadium should be closed.
    • If the area or Stadium is to be closed arrange media publicity and appropriate stewarding.
    • If the damage/defect is causing or is likely to cause a risk to spectator safety the area will be evacuated.
    • Refer to Fire Action Plan for Evacuation Procedures.
    • Cordon off the affected area to ensure no one enters the area of danger.
    • If only part of the Stadium is declared unsafe consideration will be given to relocating supporters to a non-affected area.

    THE AFFECTED AREA WILL NOT BE USED BY SPECTATORS UNTIL A STRUCTURAL ASSESSMENT IS  SATISFIED THE AREA IS SAFE.

    Snow, ice and/or fog are the most likely conditions to greatly affect a match and will not only cause problems on the playing area but also the approach roads, car parks, pedestrian and some seated areas of the stadium.

    Where snow or ice is lying on pathways or terracing, salt will be made readily available, the local authority may assist salting approach roads.

    A Referee will be arranged to inspect  the pitch.

    Where, due to continuous heavy snowfall, it becomes obvious that the conditions cannot be satisfactorily overcome, the decision to postpone the match should be made at the earliest opportunity so that all parties involved can publicise the decision to the public.

    3. CROWD PROBLEMS

    Anyone becoming aware of any disorder, overcrowding, crowd distress, crushing or crowd surging should immediately notify a Club Official or Steward.

    • Liaise with the Police and assess the situation
    • Deploy Supervisors and non-committed stewards to the area concerned to defuse the situation. The police may also assist.
    • Assess with the Police whether the fixture should be stopped.
    • Ensure that the action is taken to prevent/alleviate the problem including access by spectators onto the pitch.
    • Dependent on the incident, a full or partial evacuation of the area may be necessary.
    • Evacuation Procedures may require egress from back gate.
    • Use the PA system to direct people away from the area and support this with Steward/Police cordons.

    PITCH INCURSIONS

    In the event of a pitch incursion (or if it appears a pitch incursion is likely) the Referee should be advised, and this may mean suspending the game.

    • Liaise with the Police
    • Deploy all available Stewards to the area(s) concerned to discourage / prevent or limit the numbers of spectators gaining access to the pitch.
    • The Police may assist Stewards in the course of this action.
    • Consider the use of the PA System for warning messages or advising spectators to clear the pitch area.
    • If a considerable number of spectators have intruded onto the pitch during play the game will have to be stopped. The Referee will conduct the players and officials from the pitch
    • Consider the use of cordons to prevent further breaches or confrontation between rival fans.

    4. EMERGENCY EVACUATION PROCEDURES (inc. PERSONS WITH DISABILITIES)

    Supervisors with wheelchair users will advise them to remain in their respective areas if safe to do so until they and their helpers are escorted to a safe area by the Stewards.

    Visually handicapped supporters will be evacuated with the assistance of their responsible person.

    Club Officials should pay particular attention to the elderly, or persons with impaired movement who may require assistance.

    5. COVID ARRANGEMENTS

    A Covid Plan will be compiled and updates regularly based on updates received by Government or Medical Experts. The Club Covid Coordinator will be listed on the website.

    DOCUMENT CONTROL

    All of our safety documents and club policies are subject to mandatory annual reviews.

    Last reviewed on: 19th June 2025
    Next review Date: 19th June 2026