Emergency Preparedness Policy

As a registered charity, [Charity name] is committed to preparing for and responding effectively to emergencies that may affect its people, premises, operations, or ability to deliver its charitable purposes.
This Emergency Preparedness Policy sets out the framework for identifying potential emergencies, planning appropriate responses, and ensuring the safety, welfare, and resilience of the Charity and those it serves.

The Trustees recognise that emergency preparedness is a vital component of good governance, risk management, and duty of care.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Promote preparedness for a range of emergency situations.
Protect the health, safety, and welfare of individuals.
Minimise disruption to Charity activities and services.
Support compliance with legal and regulatory obligations.

1.2 This Policy provides a structured approach to emergency planning, response, and recovery.

Scope of the Policy

2.1 This Policy applies to:

Trustees.
Employees.
Volunteers.
Contractors and visitors on Charity premises.

2.2 It applies to emergencies that may arise from:

Health and safety incidents.
Natural or environmental events.
Fire, flood, or severe weather.
Medical emergencies.
Security incidents or threats.
Infrastructure or utility failures.

Definition of an Emergency

3.1 For the purposes of this Policy, an emergency is defined as:

An unexpected or serious incident that poses an immediate risk to people, property, operations, or the Charity’s ability to function safely.

3.2 An emergency may require urgent action and coordination with external services.

Principles of Emergency Preparedness

4.1 The Charity’s approach to emergency preparedness is guided by the following principles:

Safety and welfare are paramount.
Preparedness and prevention where possible.
Clear roles and responsibilities.
Effective communication.
Learning and continuous improvement.

4.2 Emergency planning will be proportionate to the Charity’s size, activities, and risk profile.

Risk Assessment and Planning

5.1 The Charity will:

Identify potential emergency risks through risk assessment.
Develop appropriate emergency plans and procedures.

5.2 Plans will be:

Documented and accessible.
Reviewed periodically.

Roles and Responsibilities

6.1 Board of Trustees

6.1.1 The Board of Trustees has overall responsibility for emergency preparedness oversight.

6.1.2 Trustees will:

Approve this Policy.
Ensure adequate resources for preparedness.

6.2 Emergency Leads and Managers

6.2.1 The Charity may appoint designated emergency leads.

6.2.2 Responsibilities may include:

Coordinating emergency response.
Liaising with emergency services.
Communicating with stakeholders.

6.3 Staff and Volunteers

6.3.1 All individuals must:

Familiarise themselves with emergency procedures.
Follow instructions during emergencies.
Report hazards or concerns promptly.

Emergency Response Procedures

7.1 Emergency response procedures will:

Be clear and practical.
Prioritise safety and evacuation where required.

7.2 Procedures may include:

Evacuation and assembly arrangements.
Emergency contacts and communication.
First aid and medical response.

Communication During Emergencies

8.1 Clear and timely communication is essential.

8.2 The Charity will:

Identify authorised individuals to communicate during emergencies.
Provide accurate information to those affected.

8.3 External communication will be managed in line with the Charity’s Media and Crisis policies.

Safeguarding and Vulnerable Individuals

9.1 Emergency planning will consider:

The needs of children and vulnerable adults.
Accessibility and mobility requirements.

9.2 Safeguarding responsibilities remain paramount during emergencies.

Business Continuity and Recovery

10.1 The Charity will:

Consider continuity of critical activities.
Plan for recovery following an emergency.

10.2 Recovery planning may include:

Temporary relocation.
Adjustments to services.
Review of resources and systems.

Training and Awareness

11.1 The Charity will:

Provide appropriate training and guidance.
Conduct drills or exercises where appropriate.

11.2 Awareness will be proportionate to roles and risks.

Equipment and Resources

12.1 Emergency equipment may include:

First aid kits.
Fire safety equipment.
Emergency contact lists.

12.2 Equipment will be:

Maintained appropriately.
Accessible where needed.

Incident Reporting and Review

13.1 Emergencies and near misses must be:

Reported promptly.
Recorded accurately.

13.2 Post-incident reviews will:

Identify lessons learned.
Inform improvements.

Governance and Responsibility

14.1 The Board of Trustees has overall responsibility for emergency preparedness.

14.2 Day-to-day implementation may be delegated, but accountability remains with the Trustees.

Monitoring and Review

15.1 This Policy will be reviewed:

At least annually, or
Following emergencies or significant changes in risk.

15.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Emergency Preparedness Policy, [Charity name] ensures that it is prepared to respond effectively to emergencies, prioritising safety, minimising disruption, and supporting resilience and continuity while fulfilling its duty of care and maintaining public trust.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

Charity Policy templates

Accessibility Policy, Anti-Bribery Policy, Anti-Fraud and Corruption Policy, Anti-Harassment Policy, Board of Trustees Code of Conduct, Charitable Objectives Policy, Child Protection Policy, Code of Conduct for Employees and Volunteers, Community Development Policy, Community Engagement Policy, Complaints Handling Policy, Confidentiality Policy, Conflict of Interest Policy, Conflict Resolution Policy, Crisis Management Policy, Cultural Competence Policy, Data Protection and Privacy Policy, Digital Inclusion Policy, Emergency Preparedness Policy, Environmental and Sustainability Policy, Equality and Diversity Policy, Ethical Fundraising Policy, Exit Policy, Expenses Policy, Feedback and Evaluation Policy, Feedback Mechanism Policy, Financial Controls Policy, Foreign Receipts and Payments Policy, Fundraising Policy, Gift Acceptance and Donation Policy, Governance and Accountability Policy, Grant-Making Policy, Health and Safety Policy, Incident Reporting Policy, Information Sharing Policy, Intellectual Property Policy, Investment Policy, IT and Cybersecurity Policy, Learning and Development Policy, Media and Public Relations Policy, Membership Policy, Mentoring and Coaching Policy, Online Safety Policy, Partnership and Collaboration Policy, Peer Support Policy, Privacy Impact Assessment Policy, Procurement and Supplier Management Policy, Public Benefit Policy, Records Retention Policy, Remuneration and Compensation Policy, Reserves Policy, Risk Management Policy, Safeguarding Vulnerable Beneficiaries Policy, Service Delivery Policy, Social Media and Communications Policy, Social Responsibility Policy, Succession Planning Policy, Technology Use Policy, Transparency and Accountability Policy, Travel and Subsistence Policy, Volunteer Induction and Training Policy, Volunteer Management Policy, Volunteer Rights and Responsibilities Policy, Whistleblowing Policy

Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

Click here for comprehensive charity information.

Our service to you

If you are a self employed, business owner/director of company looking to get your accountancy and taxation matters sorted, look no further. We are pro-active and easily accessible accountants and tax advisors, who will not only ensure that all your filing obligations are up to date with Companies House and HMRC, but also you do not pay a penny more in taxes than you have to. We work on a fixed fee basis and provide same day response to all your phone and email enquiries. We will also allocate a designated accounts manager who would have better understanding of your and business financial and taxation affairs. Book a free consultation call using the link below.