1. Purpose and scope

This procedure explains what to do in the event of a fire or other emergency while working at The Herd's offices at HQ Quadrant, Coventry, and how this links to the building's own Fire Precautions and evacuation plans. It applies to all employees, contractors, and visitors working in or visiting the office, including anyone using meeting rooms or shared areas.

The Herd follows the landlord's Fire Precautions and escape routes for HQ Centre and supplements these with internal responsibilities, training, and communication. The landlord's current documents are available at:

• HQ Fire Precautions
• HQ Ground Floor Evacuation Plan
• HQ Ground Floor & Second Floor Evacuation Plan
• HQ First Floor Evacuation Plan

2. Key information

• Office location: The Herd, HQ Quadrant (Coventry HQ Centre), 3 The Quadrant, Coventry, CV1 2DY.
• Fire alarm: Audible alarm throughout the building; manual call points (red break‑glass units) are located in corridors, by stairwells, and near exits as shown on the landlord's plans.
• Fire exits: Clearly marked green "running man" signs on all floors, leading to external doors and stairwells as shown on the evacuation plans.
• Assembly point: Manor House Drive – the external assembly point identified in the HQ Fire Precautions document.

Copies of the landlord's fire plans are displayed in the office and shared areas and are available digitally in The Herd's Health & Safety folder.

3. Roles and responsibilities

3.1 Directors

• Ensure this procedure aligns with the HQ Centre Fire Precautions and is reviewed whenever building arrangements change.
• Appoint trained Fire Marshals and a Deputy Fire Marshal for The Herd and ensure they attend refresher training as needed.

3.2 Fire Marshals (The Herd)

In addition to the landlord's Business Centre team, The Herd's Fire Marshals will:

• Lead the evacuation of The Herd's occupied rooms, checking offices, meeting rooms, kitchen and toilets on their side of the floor where safe to do so.
• Encourage a calm, prompt evacuation, ensuring people do not use lifts and move directly to the assembly point on Manor House Drive.
• At the assembly point, report to a member of the Business Centre team confirming whether all The Herd staff and visitors are accounted for, or highlight any concerns.

3.3 Managers

• Make sure team members and new starters understand these fire procedures, escape routes from their usual work area, and the location of call points and extinguishers.
• Ensure visitors and contractors sign in and are accompanied so they can be evacuated and accounted for in an emergency.

3.4 All employees and contractors

Everyone must:

• Familiarise themselves with the nearest two escape routes from their usual desk and from key shared areas (kitchen, meeting rooms, toilets).
• Follow instructions from Fire Marshals and Business Centre staff immediately during an alarm and report promptly to the assembly point.
• Not misuse or obstruct fire extinguishers, call points, alarm sounders, or fire exits.

4. Fire precautions – day‑to‑day

In line with the building's Fire Precautions:

• Fire appliances: Fire extinguishers are provided at strategic points and must not be moved, covered, or blocked by furniture, boxes, or bins.
• Electrical equipment: Wherever possible, electrical appliances must be switched off at the end of the day, and trailing leads should be kept tidy to avoid trips and damage.
• Alarm points: Break‑glass call points must remain visible and unobstructed at all times.
• Fire exits: Exit routes, stairwells, and final exit doors must not be blocked by bags, equipment, or deliveries.

Any issues (e.g. blocked exits, damaged extinguishers, inoperative emergency lighting) must be reported immediately to the office lead and the Business Centre team.

5. If you discover a fire

If you see smoke or flames, or strongly suspect a fire:

• Raise the alarm – immediately operate the nearest fire alarm call point.
• Call the Fire Service – dial 9 for an outside line, then 999 from an internal handset, and state the building name and address.
• Evacuate – leave the area by the nearest safe route, closing doors and windows behind you if this can be done quickly and safely to slow the spread of fire and smoke.

Do not attempt to tackle the fire unless you are trained, the fire is very small, and your escape route is clear; personal safety always comes first.

6. When you hear the fire alarm

On hearing the fire alarm at HQ Quadrant:

• Stop work immediately and leave the building by the nearest safe exit, following the routes shown on the evacuation plans.
• Do not use the lifts and do not return to your desk to collect personal belongings.
• Proceed to the assembly point on Manor House Drive and stay there until you are told otherwise by the Business Centre team or the Fire Service.
• Do not re‑enter the building for any reason until authorised by the Business Centre team or the Fire Service.

Fire Marshals will complete a quick sweep of The Herd's areas where safe before leaving, but they must not delay their own evacuation.

7. Accounting for people

• All employees must follow the agreed sign‑in/sign‑out or access‑control process so Fire Marshals can check who should be in the building.
• Visitors must be signed in at reception and remain under the supervision of their host, who is responsible for ensuring they evacuate and are checked off at the assembly point.
• On arrival at the assembly point, The Herd Fire Marshal will take a roll‑call and then report to a member of the Business Centre team that all persons, including visitors, have been accounted for or highlight any concerns.

8. People who may need assistance

Anyone who may need support to evacuate (for example because of mobility, sensory, or temporary health issues) should discuss a Personal Emergency Evacuation Plan (PEEP) with their manager and HR.

The Herd will agree how support will be provided (such as a buddy system, refuge points, or ground‑floor seating where reasonable), in coordination with the Business Centre's fire arrangements.

9. Drills, training, and review

• The Business Centre will run fire drills at least annually; all employees must treat drills as real evacuations and cooperate fully.
• Fire Marshals will receive appropriate training and refresher sessions as required, and information on fire procedures will be included in new starter inductions.
• This procedure will be reviewed at least annually, or sooner if there are changes to the building layouts, tenancy, landlord Fire Precautions, or relevant legislation.