🚨 Emergency Procedures SOP

Emergencies are rare at Plas Heli — The Welsh Sailing Academy, Event Centre and Community Enterprise — but when they do happen, it’s important that volunteers feel calm, supported, and clear about what to do.

This guide keeps things simple. Volunteers are never expected to manage an emergency — just to pass on information quickly and safely. The Duty Manager, Event Safety Officer (ESO), and trained personnel will take over.

General Approach

In any emergency situation:

• Stay calm.
• Do not put yourself at risk.
• Tell the Duty Manager or ESO immediately.
• Give clear, simple information.

You are not expected to make decisions — just pass on what you see.

Medical Emergencies

If you see someone who is injured, unwell, or needs help:

• Go to them only if it is safe to do so.
• Let the Duty Manager or ESO know straight away.
• Use a radio if you have one — say “Urgent message”.
• Give the location and a brief description of what you see.

Do not call 999 yourself unless life is in immediate danger. The ESO normally makes emergency calls.

If you are ever unsure, it is always okay to call for help.

Fire or Smoke

If you see fire or smoke:

• Activate the nearest fire alarm point if safe.
• Tell the Duty Manager immediately.
• Guide people calmly towards the nearest exit.
• Do not attempt to fight the fire.

The Duty Manager will coordinate evacuation and call emergency services.

Evacuation

If an evacuation is announced:

• Stay calm and speak clearly.
• Help direct visitors towards the nearest safe exit.
• Encourage people to move steadily — no running.
• Do not use lifts.
• Move to the designated assembly point.

You do not need to check rooms or close doors — trained staff will handle this.

Water‑Related Emergencies

If something happens on the water or near the slipway:

• Tell the Duty Manager or ESO immediately.
• Use a radio if you have one — “Urgent message”.
• Give the location and what you can see.
• Do not enter the water.

Safety boats and trained personnel will respond.

Missing Person / Lost Child

If someone reports a missing person or child:

• Stay with the person who reported it.
• Tell the Duty Manager immediately.
• Give a clear description of the missing person.

The Duty Manager will follow the Lost Child / Vulnerable Person Procedure.

Suspicious Behaviour or Security Concerns

If you notice something that feels unusual or concerning:

• Tell the Duty Manager quietly and calmly.
• Give a brief description of what you saw.
• Do not confront anyone.

It’s always better to mention something than to ignore it.

Access & Safety During Emergencies

During an emergency:

• Automatic front doors may be used — take care around them.
• Beach gates should be closed unless needed for evacuation.
• Pontoon access must remain clear for emergency use.
• Do not share access codes — even in an emergency.

The Duty Manager will manage access and coordinate with emergency services.

Your Role as a Volunteer

Volunteers are never expected to:

• make emergency decisions
• call emergency services (unless life is in immediate danger)
• operate alarms or security systems
• enter dangerous areas

Your role is simply to:

• stay calm
• give clear information
• help guide people safely
• support the Duty Manager and ESO

Everything you do helps — and you are never alone in an emergency.