About our health and safety policy
JournoTECH works across technology, artificial intelligence, digital security, journalism, education, research, digital creativity and emerging technologies. Our work may involve staff, volunteers, trainers, specialists, partners, children and young people, adults, community members and members of the public.
We are committed to providing a safe and healthy environment for everyone who takes part in our activities, whether our programmes take place online, in community venues, schools, offices, public spaces or other locations.
Health and safety is everyone’s responsibility. We expect everyone working with or participating in JournoTECH activities to take reasonable care of themselves and others.
Our commitment
JournoTECH will:
- take reasonable steps to protect the health, safety and wellbeing of people involved in our activities;
- identify and manage foreseeable risks before and during activities;
- provide appropriate information, instructions and supervision;
- use suitable venues, equipment and technology;
- ensure activities are planned according to the age, needs and circumstances of participants;
- maintain appropriate emergency arrangements;
- take reasonable steps to prevent accidents, injuries and avoidable harm;
- respond appropriately when an accident, incident or safety concern occurs;
- review our arrangements and learn from incidents or concerns.
We will not knowingly put people at unnecessary risk in order to deliver a programme or activity.
Who this policy applies to
This policy applies to:
- directors and employees;
- freelancers and contractors;
- trainers, facilitators and specialists;
- volunteers and interns;
- participants and programme attendees;
- children and young people;
- adults and community members;
- partners, suppliers and other people involved in JournoTECH activities.
Everyone has a responsibility to follow reasonable health and safety instructions.
4. Risk assessment
Before activities take place, JournoTECH will consider the potential risks associated with the activity, venue, equipment and participants. Depending on the activity, this may include consideration of:
- trips, slips and falls;
- electrical equipment and cables;
- fire and emergency evacuation;
- use of computers and other technology;
- VR, XR and immersive technology;
- physical activities and movement;
- overcrowding and venue capacity;
- food preparation and allergies;
- medical or additional support needs;
- travel and off-site activities;
- online and digital risks;
- extreme weather or environmental conditions;
- risks to children, young people or adults who may require additional support.
Where necessary, we will put reasonable control measures in place to reduce identified risks.
Venues and physical spaces
We will take reasonable steps to ensure that venues used for JournoTECH activities are suitable for the planned activity and number of participants. Before or during an activity, we will consider:
- entrances and exits;
- emergency evacuation arrangements;
- accessibility;
- lighting and ventilation;
- toilets and handwashing facilities;
- safe placement of furniture and equipment;
- electrical sockets, cables and other trip hazards;
- appropriate space for activities;
- first-aid arrangements;
- fire safety arrangements.
Participants will be given appropriate information about venue rules and emergency procedures.
Technology and equipment
JournoTECH uses technology as a core part of its work. This may include computers, cameras, VR/XR equipment, charging equipment, electrical devices, microphones, lighting equipment and other digital tools. We will take reasonable steps to ensure that:
- equipment is suitable for the intended activity;
- equipment is checked before use;
- damaged or unsafe equipment is removed from use;
- electrical cables are positioned safely;
- participants receive appropriate instructions before using equipment;
- VR/XR equipment is used safely and with appropriate supervision;
- participants can stop using equipment if they feel uncomfortable, unwell or unsafe.
For immersive technology, participants will be encouraged to take breaks and will not be required to use VR or other immersive equipment if it is unsuitable or makes them uncomfortable.
Children and young people
When working with children and young people, health and safety arrangements will take account of their age, development and individual circumstances.
JournoTECH will provide appropriate supervision and clear instructions. Activities will be designed so that children and young people can participate safely without unnecessary exposure to physical, technological or environmental risks.
Health and safety arrangements will also work alongside our Safeguarding Children, Young People and Adults Policy.
Adults and people requiring additional support
JournoTECH recognises that some participants may require additional support to participate safely.
This may include people with disabilities, medical needs, mobility requirements, communication needs or other circumstances that affect how they participate.
Where information is provided to us in advance, we will consider reasonable adjustments and appropriate safety arrangements.
We will not make assumptions about someone’s ability based solely on age or disability.
First aid and emergencies
JournoTECH will make reasonable arrangements for first aid and emergency response appropriate to the activity and venue.
Where activities take place in a hired venue, we will familiarise ourselves with the venue’s emergency procedures and available first-aid arrangements.
If someone is seriously injured or there is an immediate threat to life, the appropriate emergency services will be contacted by calling 999.
Any serious incident will be reported to the appropriate JournoTECH contact and, where necessary, to the relevant authorities or venue management.
Accidents and incidents
Accidents, injuries and significant health and safety incidents should be reported as soon as reasonably possible.
JournoTECH will keep appropriate records of accidents and incidents and will review significant incidents to identify whether changes are needed to prevent a similar occurrence.
Records will be handled appropriately and in accordance with our data protection requirements.
Food and allergies
Where JournoTECH provides food or refreshments, we will take reasonable steps to ensure that food is handled and provided safely.
We will consider:
- food allergies and intolerances;
- dietary requirements;
- religious and cultural requirements;
- food hygiene;
- safe storage and preparation;
- appropriate cleaning;
- cross-contamination risks.
Where children or young people are involved, relevant dietary and allergy information will be collected and handled appropriately.
Online activities
Health and safety also applies to JournoTECH’s online programmes.
For online activities, we will consider:
- appropriate online platforms;
- participant privacy;
- online behaviour;
- safeguarding;
- inappropriate or harmful content;
- cyber security;
- safe use of devices and accounts;
- appropriate supervision for children and young people.
Online safety is also covered by our safeguarding and data protection policies.
Responsibilities of staff, trainers and volunteers
Anyone working with JournoTECH is expected to:
- follow health and safety instructions;
- take reasonable care of themselves and others;
- report hazards, accidents and concerns;
- use equipment responsibly;
- follow venue rules and emergency procedures;
- not deliberately create unnecessary risks;
- raise concerns where an activity or situation appears unsafe.
Staff and facilitators should stop or modify an activity where they reasonably believe there is a significant and immediate safety risk.
Participants’ responsibilities
Participants are expected to:
- follow reasonable instructions;
- treat equipment and venues with care;
- avoid behaviour that could put themselves or others at risk;
- tell a member of the JournoTECH team if they feel unsafe, unwell or need assistance;
- report damaged equipment or hazards.
For children and young people, these expectations will be communicated in an age-appropriate way.
Working with partners and venues
Where JournoTECH works with external organisations, venues, trainers or specialists, we will take reasonable steps to establish appropriate health and safety arrangements and clarify responsibilities.
Where activities take place at another organisation’s premises, we will follow relevant venue procedures alongside our own requirements.
Insurance and legal requirements
JournoTECH will maintain appropriate insurance and comply with relevant health and safety requirements applicable to our activities.
Where a particular activity requires additional qualifications, training, certification, insurance or specialist risk controls, we will consider these before the activity takes place.
Reporting concerns
Anyone who has a health and safety concern should raise it with:
Kevin Woke
Email: info@journotech.org
Concerns should be taken seriously and addressed as soon as reasonably possible.
Where a concern also involves safeguarding, it will be handled in accordance with the JournoTECH Safeguarding Children, Young People and Adults Policy.
Review
JournoTECH will review this policy periodically and when there are significant changes to our activities, working arrangements, legal requirements or identified risks.
Policy date: September 16, 2026
Approved by Kevin Woke (Health and Safety Policy Lead)