Date of Issue: 1st January 2026
Next Review Date: 1st January 2027
Approved by: Directors of artspace
1. Policy Statement
artspace is committed to providing and maintaining a safe and healthy working environment for all employees, associates, clients and participants. We aim to prevent accidents, injuries and work-related ill health during the delivery of our creative workshops and business activities.
We comply with our obligations under the Health and Safety at Work Act 1974 and all relevant UK health and safety regulations and we expect the same high standards from the venues and organisations we collaborate with.
artspace delivers creative workshops to clients to support connection, communication and creative problem-solving in the workplace.
2. Scope
This policy applies to:
- All employees, directors, associates and contractors of artspace
- All work undertaken by artspace, including in-person and online workshops, meetings and events
- All clients, partners, participants and venues engaged in artspace’s activities
Since artspace delivers workshops in client-provided venues, the client’s organisation retains responsibility for the safety and suitability of the space. artspace’s responsibilities relate to:
- Safe facilitation practices
- Proper and safe use of art materials and equipment
- Ensuring the wellbeing of facilitators and participants during the session
The client remains responsible for ensuring the venue is safe, accessible and compliant with all relevant health, safety, and fire requirements.
3. Our Commitments
artspace will:
- Promote a culture of safety, awareness and mutual care
- Identify and manage any health and safety risks relating to our materials or activities
- Ensure facilitators are familiar with relevant risk assessments
- Provide appropriate information, training and supervision to staff and associates
- Supply safe and appropriate art materials and equipment for workshops
- Ensure emergency and first aid procedures are known and accessible during sessions
- Record and report all accidents, incidents or near misses promptly
4. Responsibilities
Directors of artspace
- Hold overall responsibility for implementing and monitoring this policy
- Communicate this policy and associated procedures to all associates and facilitators
Facilitators and Associates
- Take reasonable care of their own health and safety and that of others
- Follow all artspace safety guidance
- Familiarise themselves with the venue’s fire exits, assembly points and first aid arrangements before the session
- Report any hazards, incidents or concerns immediately to both the client contact and artspace Directors
Clients/Venue Providers
- Are responsible for ensuring that the premises used for artspace creative workshops are safe, accessible and compliant with all relevant safety and fire regulations
- Are responsible for providing artspace with venue risk assessments
- Must provide artspace facilitators with relevant venue safety information, including:
- Fire evacuation procedures
- First aid arrangements
- Accessibility details
- Must ensure that all participants are aware of the venue’s health and safety procedures and know who to contact in case of an emergency
5. Working Online
When creative workshops are delivered virtually (via Zoom, Teams, or similar platforms):
- artspace will ensure facilitators conduct sessions from a safe, secure and private workspace, using appropriate equipment and encrypted platforms
- Facilitators will encourage participants to take responsibility for their own physical comfort and environment (eg adequate lighting, seating, hydration)
- The client’s organisation is responsible for ensuring they hold up-to-date emergency contact information for all participants and that staff wellbeing and safeguarding procedures apply during online sessions
- If a participant becomes distressed or unwell during an online session, artspace will notify the designated client contact, who will follow their organisation’s internal support protocols
- artspace does not hold responsibility for participants’ physical spaces, internet connections or welfare outside of the online session itself
6. Risk Assessment
artspace will maintain a generic risk assessment covering creative workshop activities, art materials, and facilitator responsibilities.
This assessment will be adapted where necessary to meet the specific requirements of each client, setting or delivery format (in-person or online).
Key focus areas include:
- Safe handling and storage of art materials (avoiding slips, trips or spills)
- Minimising risks linked to tools or equipment (eg scissors, wire, glue guns)
- Awareness of participants’ emotional wellbeing during reflective activities
- Ensuring emergency and first aid information is accessible
7. Materials and Equipment Safety
artspace will:
- Provide non-toxic and safe art materials
- Avoid materials that may cause harm, irritation or allergic reactions where possible
- Ensure any potentially hazardous substances (eg solvents or fixatives) are clearly labelled and used in well-ventilated areas
- Encourage safe use of equipment and provide clear guidance at the start of each workshop
8. Emergency and First Aid Procedures
- Facilitators will identify fire exits, first aid stations and assembly points before each in-person session
- Any accidents, injuries or near misses must be reported immediately to both the client contact and artspace Directors and recorded within 24 hours
- For online sessions, the client will be contacted if a participant appears unwell or distressed as further support may be needed
9. Wellbeing and Emotional Safety
While artspace creative workshops are not therapy, they may touch on reflective or emotional themes.
Facilitators will:
- Encourage self-care and appropriate personal boundaries during creative exercises
- Create a psychologically safe and respectful environment• Pause or adapt activities if they appear to be becoming emotionally overwhelming
- Provide signposting to workplace or external wellbeing resources, if appropriate
10. Training and Information
All artspace staff, directors and associates will:
- Receive an induction and ongoing training to support this policy
- Be familiar with relevant risk assessments and creative workshop procedures
- Follow good practice for manual handling, lone working and incident reporting
11. Review and Monitoring
This policy will be reviewed annually or sooner if there are changes to legislation, artspace activities or identified risks.
Feedback from staff, associates and clients will inform updates to ensure continuous improvement.
12. Contact Details
For queries or reporting of health and safety concerns please contact:
artspace Health and Safety Leads: Sarah Edmonds and Karen Wilson
Email:
hello@artspacearttherapy.co.uk