Health & Safety Policy

1. Purpose

This policy outlines how Wordhoard Communications manages health and safety across its activities, including consultancy, research, content creation, and the management of ground-based tourism operations such as on-site or dockside tour coordination and visitor handling.

2. Scope

This policy applies to:

• The business owner (sole trader).
• Any contractor working on behalf of the business.
• Visitors, guests, and partners encountered through operational work.

3. Our Commitment

Wordhoard Communications is committed to:

• Providing a safe working environment.
• Managing risks sensibly and proportionately.
• Preventing harm to the public, staff, and collaborators.
• Following all applicable laws and best practices.
• Continually improving safety awareness.

4. Work Activities Covered

• Office-based work (home office or shared space):
  Includes research, editing, strategy writing, online meetings, and administrative tasks.
• Public-facing operational work:
  Includes on-site/dockside visitor handling, welcoming groups, liaising with ships and guides, and supervising short outdoor walking transfers to coaches or attractions.
• Travel and site visits:
  Includes meetings with clients, familiarisation visits, and presence at tourism sites and trade fairs.

5. General Safety Measures

• A clean, organised workspace is maintained at all times.
• Laptops and cables are arranged to avoid trip hazards.
• Breaks are taken regularly during screen work.
• Manual handling is avoided where possible.
• When travelling or on site, care is taken to observe local safety signage and rules.

6. Operational Safety – Visitor Handling

For all dockside or ground-based operations:

• A risk assessment will be carried out before each site visit.
• The area is visually checked for hazards (slippery surfaces, traffic, crowding, etc.)
• Visitors are welcomed calmly and clearly briefed on what to expect.
• Clear walking routes are agreed with port staff or ground handlers.
• Tourists are not led close to the water’s edge or heavy equipment.
• Emergency procedures are discussed with any contractor prior to their first shift.

7. Lone Working

Safety steps include:

• Keeping a charged phone on hand at all times.
• Keeping relevant client contact information on hand at all times.
• Letting someone know start and end times for operational work.
• Avoiding unsafe areas (e.g. unlit docks or isolated access points).

8. Trade Fairs

When representing the business or clients at indoor or outdoor events:

• Keep the stand or table space tidy – no loose wires, boxes, or trip hazards.
• Position any banners or displays securely to avoid collapse or tipping in wind or high traffic.
• Ensure that fire exits and routes are never blocked by your setup.
• Follow all event organiser safety instructions and wear any ID or wristbands required.
• Avoid overloading sockets or using unofficial electrical connections.
• If sampling or giving out materials:
  • Clearly label allergens (if food/drink).
  • Keep bags, boxes and leaflets off the floor.

In large or crowded spaces:

• Know the evacuation procedure (usually given in your exhibitor briefing or pack).
• Agree a rendezvous point with clients and/or other staff in case of evacuation.
• Have a plan for cash handling or valuables if applicable.

9. Emergency Readiness

• Emergency services number (112/999) is known and available.
• A small basic first aid kit is carried or kept close by during operational shifts.
• Any incidents are logged in a simple notebook or digital file with date, location, and what occurred.
• The client and contractor is informed of these procedures.

10. Contractor Safety

• The contractor will be briefed verbally on this safety policy.
• Written guidance will be provided to explain on-site expectations.
• Any concerns they raise will be logged and addressed.
• They are expected to follow the same safety principles when working alone.

11. Insurance

The business holds:

• Public liability insurance
• Professional indemnity insurance
• Cover that extends to subcontracted roles as needed

Copies available upon request.

11. Policy Review and Updates

This policy will be reviewed:

• Every 12 months
• Immediately after any incident or operational change

Last updated: 16/7/2025.