Health and Safety

It may not be the exciting part of running a club, but adhering to health and safety regulations is vital. Clubs have a legal obligation towards the health and safety of their members.

Health and Safety Policy

A club can demonstrate its commitment to protecting members from harm or injury by producing a simple Health and Safety Policy. This policy should outline your procedures and clarify areas of responsibility, including:

1. Risk assessment procedures – Identify any unsafe conditions, actions to be taken, and who is responsible and by when.
2. Incident or accident response – How the club will act in the event of an incident or accident.
3. Emergency contact details – Contact details for emergency services.
4. Health & Safety contact – Who to contact within the club should a Health & Safety concern arise.

Additional Policy Components

The policy should also contain:

1. Participant and parent consent forms – Ensure it covers everything needed for the club and for esports activities.
2. Consent forms for trips – Participant and parent/carer consent forms for trips away.
3. Incident/Accident reports – Record any incidents affecting club members or visitors, on or off the premises.

Tailoring Your Policy

Each club’s policy will differ depending on:

1. The type of esports activities
2. The club premises and whether the club owns or hires its facilities
3. The number (if any) of paid employees
4. Participants with special needs

To ensure the policy is put into practice, the club will need buy-in from as many people as possible. It’s important to discuss the policy with the club committee and members to get their input.

Health and Safety Executive (HSE)

Health and safety law does not generally apply to volunteers running a club with no employees, unless the club has responsibility for premises like a clubhouse or gaming lounge.

The HSE provides useful guidance for esports clubs, including:

1. Guidance on running a safe club
2. Planning for safety
3. Health and Safety Checklist for Village and Community Halls
4. Esports club checklist
5. Esports club FAQs

The HSE also offers guidance particular to certain activities, so it’s worth doing a search on their website.

Regulatory Requirements

Clubs that own or are responsible for premises must register with the local Fire Authority. Clubs that prepare, store, supply, or sell food on five or more days in any five-week period must register with the local Environment Health Department.

Duty of Care

Clubs also have a duty of care, a general legal duty to avoid carelessly causing injury to people, in situations such as:

1. Loaning equipment to others
2. Fundraising events and sponsored activities
3. Hosting tournaments and competitions
4. Organising day trips and selling food at events

By following these guidelines, Esports Wales can ensure a safe and compliant environment for all members and activities.