Fire Safety

Fire Management Plan for Photography Workshops in the Otways/Grampians

Business Name: The Click Collective Pty Ltd

Location: Otways/Grampians, Victoria, Australia

Date: 15/10/2024

Prepared By: Emma Smith

1. Purpose and Scope

The purpose of this Fire Management Plan is to ensure the safety of all participants, staff, and contractors during photography workshops in fire-prone regions like the Otways and Grampians. This plan provides a set of actions to prevent and respond to bushfires, and to minimize risk during the photography activities.

2. Fire Risk Assessment

• Area Characteristics: The Otways and Grampians are bushfire-prone regions, particularly during the summer months (December–March).
• Workshop Locations: Participants will visit various outdoor locations including forested areas, national parks, and open landscapes. These sites may have limited access to water and mobile service.
• Time of Year: Workshops are primarily conducted during the shoulder seasons (autumn and spring), with the understanding that fire risk is lower but still possible.
• Risk Identification: Potential fire risks include dry conditions, hot weather, and lightning strikes, as well as human-made factors such as cigerets or equipment overheating.

3. Preventative Measures

• Weather Monitoring:

    ◦    Monitor local weather conditions regularly before and during workshops, using sources like the Bureau of Meteorology and CFA (Country Fire Authority).

    ◦    Check Fire Danger Ratings daily. Workshops will be cancelled if the Fire Danger Rating is Very High, Severe, Extreme, or Code Red.

• Fire Bans:

    ◦    No open flames (campfires, smoking, or barbecues) will be permitted during any workshops.

    ◦    If a Total Fire Ban is declared, workshops will be postponed or rescheduled.

• Safety Briefings:

    ◦    Provide fire safety briefings at the start of each workshop.

    ◦    Include clear instructions about staying calm, staying together, and evacuation routes in the event of a fire.

    ◦    Emphasize personal responsibility, such as avoiding risky behaviours that could start a fire (e.g., dropping cigarette butts or using equipment that could spark).

• First Aid Kits:

    ◦    We carry a comprehensive first aid kit for every workshop, especially if conducting workshops in remote areas.

    ◦    Ensure staff members are trained in basic fire response and first aid.

• Communication:

    ◦    Ensure all participants have a mobile phone with charged batteries.

    ◦    Have a two-way radio available for workshops in remote areas where mobile service is limited.

    ◦    Inform participants of the nearest safe evacuation points before the workshop starts.

4. Emergency Response Procedures

• In the Event of a Fire:

    1    Stay Calm and Assess the Situation: If a fire is detected, the workshop leader will assess the risk and determine the safest course of action.

    2    Alert Authorities: The workshop leader will immediately contact emergency services (CFA or local fire department) using the 000 emergency number.

    3    Evacuation:

    ▪    If safe to do so, evacuate the group to a designated safe location. This location will be predetermined during the planning stages of the workshop and will be away from dense vegetation.

    ▪    Ensure all participants are accounted for and follow the leader’s instructions to stay together.

    4    Do Not Re-enter the Area: Do not re-enter the area until the fire danger has been officially cleared and authorities have declared it safe.

• Evacuation Routes:

    ◦    Provide participants with pre-determined evacuation routes that avoid areas of dense vegetation.

    ◦    In areas with limited access, an alternative route by vehicle or on foot should be established.

• Meeting Point: A clear meeting point (such as a vehicle parking area or landmark) should be set in case of separation during an evacuation. Ensure all participants know where this is at the start of the workshop.

5. Workshop Cancellation Criteria

• Code Red Days: On days declared as Code Red by the CFA, all workshops will be cancelled, regardless of location.
• Severe Weather: If temperatures exceed 35°C or if winds exceed 30 km/h in combination with high fire danger ratings, workshops will be rescheduled for safety.
• Participant Health and Safety: If participants show signs of heat exhaustion or dehydration, workshops will be paused, and those affected will be immediately attended to by qualified staff.

6. Fire Preparedness for Staff

• Training: All staff members will be trained in:

    ◦    Fire safety procedures and evacuation protocols.

    ◦    Basic first aid and CPR.

    ◦    How to handle minor fire outbreaks.

• Staff Roles:

    ◦    Workshop Leader: Responsible for overseeing the safety of the group, making decisions during fire events, and ensuring all communication channels remain open.

    ◦    Support Staff: Responsible for assisting in evacuations, keeping track of participants, and providing first aid if necessary.

7. Post-Event Review

• After each workshop, conduct a debriefing to review the success of the fire safety procedures, identify areas for improvement, and update the Fire Management Plan as needed.

8. Participant Communication

• Pre-Workshop Information:

    ◦    Email participants before the workshop with a Fire Safety Information Pack, outlining fire risk in the region, actions to take in an emergency, and safety measures to follow during the workshop.

    ◦    Ensure participants acknowledge receipt and understanding of the fire safety information.

• During the Workshop:

    ◦    Reinforce fire safety messages throughout the day, especially in high-risk areas.

    ◦    Use signage to remind participants of fire risks and behaviour guidelines (no smoking, no campfires, etc.).

9. Record Keeping

• Maintain detailed records of all workshops, including the date, location, participant lists, weather conditions, fire warnings, and any incidents or fire-related occurrences.

10. Review and Updates

• This Fire Management Plan will be reviewed annually and updated as necessary to address new fire risks, changes in fire regulations, or improvements in safety practices.

Conclusion

This Fire Management Plan provides a framework to ensure the safety of participants, staff, and contractors involved in photography workshops in fire-prone areas like the Otways and Grampians. By following strict fire safety protocols, monitoring fire danger ratings, and preparing for emergency situations, the business aims to minimise fire risks while delivering a safe and enjoyable experience for all participants