1. Statement of intent
Kirkstall Art Trail is committed to taking reasonable and proportionate steps to protect the health, safety and welfare of volunteers, participating artists, venue hosts, participants and visitors during activities directly under its control.
The Art Trail takes place across a range of community buildings, heritage sites, outdoor spaces, private homes and studios. Because the event is decentralised, this policy sets out how responsibilities are shared and how health and safety risks should be managed in a practical, sensible and proportionate way.
2. Scope, roles and responsibilities
Coordinators are the Kirkstall Art Trail Committee. They have overall responsibility for event safety, planning, communication and oversight of control measures. This includes coordinating the Art Trail, maintaining the general event risk assessment, providing guidance to artists, venue hosts and volunteers, and managing health and safety arrangements for activities directly organised by Kirkstall Art Trail.
Venue hosts are responsible for venue-specific safety, access arrangements and local emergency procedures. This includes identifying and managing risks to visitors, keeping access routes safe and following Kirkstall Art Trail guidance.
Artists are responsible for managing risks linked to their exhibits, materials, demonstrations and activities, including ensuring that any demonstrations are carried out safely and are covered by appropriate Public Liability Insurance.
Volunteers are responsible for supporting the implementation of control measures and reporting concerns to the Coordinators.
Participants and visitors are responsible for following instructions, supervising children where required, and taking reasonable care for their own safety and that of others.
All role holders must take reasonable care for their own safety and for the safety of others who may be affected by their actions.
3. Venue safety and risk assessment
The general event risk assessment sets out common hazards and control measures for the Art Trail. Venue hosts and artists must use it as a starting point and consider any additional risks specific to their venue, exhibits, materials, demonstrations or activities. Each venue host and artist remains responsible for managing risks within their own area of responsibility.
Public venues, such as schools, council-run heritage sites and church halls, are expected to operate under their own health and safety arrangements.
Private homes and studios must be made safe for visitors, with clear access, adequate lighting, safe flooring and no obvious slip, trip or fire hazards.
Venue acceptance by Kirkstall Art Trail does not constitute a safety inspection, approval or endorsement. Kirkstall Art Trail does not own, manage or inspect third-party venues; responsibility for venue safety remains with the occupier.
4. Practical guidance for artists and venue hosts
The following practical guidance supports the general event risk assessment and is intended to help artists and venue hosts manage common risks. It is not exhaustive, and hosts should consider any risks specific to their own venue, visitors or planned activities.
- Before opening – check that entrances, exits and walkways are clear; secure or remove loose rugs and trailing cables; address slippery surfaces such as mossy paths; ensure adequate lighting; and identify suitable fire escape routes.
- During opening hours – keep public areas tidy, monitor any developing hazards and avoid using hot surfaces or boiling liquids in exhibition areas, including adjoining kitchens.
Artists, venue hosts and volunteers should raise any health and safety concerns with the Coordinators before the event where possible, or as soon as concerns arise during the event.
5. Demonstrations and higher-risk activities
Artists may carry out low-risk art demonstrations where the activity can be managed safely and does not create avoidable risks for visitors, volunteers or venue hosts. Demonstrations involving heat must not be carried out as part of Kirkstall Art Trail.
- Any demonstration involving additional risks must be agreed in advance with the Coordinators and the venue host.
- The artist must be competent to carry out the demonstration and must have suitable controls in place, such as barriers, adequate supervision and appropriate first aid arrangements.
- The artist must ensure their Public Liability Insurance covers the demonstration or activity planned.
6. First aid
Venue hosts should identify suitable first aid arrangements for their venue, proportionate to the activities taking place and the number of expected visitors.
A basic first aid kit should be available where practicable, and volunteers, artists and venue hosts should know how to contact emergency services if someone is injured or becomes unwell.
Any accident, injury or near miss should be reported to the venue host and then to the Coordinators as soon as reasonably practicable, so that the incident can be recorded and any follow-up action considered.
7. Manual handling
Artists, venue hosts and volunteers should avoid unnecessary lifting or carrying and should plan any movement of artwork, furniture, display equipment or boxes in advance.
Loads should be assessed before lifting, routes should be kept clear, and help should be sought for awkward, heavy or bulky items.
Where possible, items should be moved using suitable handling aids or by breaking loads into smaller parts.
Individuals should not attempt lifts that exceed their capability, and any manual handling concern should be raised with the Coordinators or venue host before the activity goes ahead.
8. Fire and emergency
Venue hosts must ensure that fire exits, escape routes and access routes remain clear while the venue is open to visitors.
Fire doors should not be wedged open unless fitted with an appropriate approved device, and flammable materials, trailing cables and blocked exits should be avoided.
Each venue should have a clear emergency procedure, including how to raise the alarm, how visitors will leave the venue safely, where people should assemble if evacuation is needed, and who will contact the emergency services.
In an emergency, the priority is to protect people from harm and call 999 where required.
9. Incidents, concerns and emergency action
Immediate danger – call 999.
Incidents or near misses – report the issue to the venue host immediately, then notify the Coordinators by emailing info@kirkstallarttrail.co.uk as soon as reasonably practicable. The Coordinators will record the details and update guidance or risk assessments where needed.
Safeguarding concerns – report any safeguarding concern to the Safeguarding Lead as soon as possible. The Safeguarding Lead is the designated individual responsible for safeguarding oversight, welfare decisions and escalation where required. If there is an immediate risk of harm, call 999 first, then inform the Safeguarding Lead and the Coordinators as soon as it is safe to do so.
10. Insurance
Kirkstall Art Trail maintains Public Liability Insurance for the organisation of the event.
Participating artists are required to maintain their own Public Liability Insurance to cover liability for accidents connected with their venue, artwork, demonstrations or activities.
11. Related policies and procedures
This policy should be read alongside the following related Kirkstall Art Trail policies and procedures:
- Event Risk Assessment
- Lost and Found Child and Adult at Risk Policy
- Safeguarding Policy for Children and Adults at Risk
12. Communication and key contacts
This policy will be shared with Coordinators, participating artists, venue hosts and volunteers.
Kirkstall Art Trail safety queries – info@kirkstallarttrail.co.uk (Subject: Health and Safety)
Emergency services – 999
Non-emergency advice – HSE Infoline (0300 003 1747) or the local authority.
The Venue Welcome Pack will list the emergency contacts for the weekend of the Art Trail. The Coordinators will not be able to respond to emails during this time.
13. Monitor and review
Kirkstall Art Trail will monitor and review this policy annually, or sooner following any significant incident, safeguarding concern, change to the way the Art Trail is organised, or update to related policies and procedures.
14. Last reviewed
11 June 2026