Tabled to the HBC Safe Ministry Committee: August 2025
Site Map
Evacuation Equipment
The evacuation equipment for the Main Complex shall be stored behind the curtain on the North side of the Auditorium.
Alarm Response
When an emergency alarm sounds, the priority shall be to
Evacuate all people to the Evacuation Point.
Conduct a sweep to check that no people are left inside, if safe to do so.
The following personnel will be responsible for the following activities.
Evacuation Roles and Responsibilities
Chief Warden: Responsible for whole site response
The Chief Warden shall:
Take charge of Main Complex site and announce to attendees:
“The fire alarm has sounded. We are going to evacuate through the nearest fire exit and meet at the Emergency Evacuation Point on the grass outside. Please do not leave the site - we need to keep the driveway clear for emergency services.
(if there is a Kids Program running…) The kids team will be evacuating your children and they will meet you at the Emergency Evacuation point”
Identify/appoint Fire Warden 1 (for general site), and Fire Warden 2 (if there is a Kids Program running)
Ensure the Fire Wardens are aware of their responsibilities
Wear the white hat and vest and obtain the megaphone
Take lead at the Emergency Evacuation Point
Communicate to attendees to remain on-site until emergency services arrive in order to keep the entrance to GS clear from traffic.
Communicate to parents “The kids team is conducting a roll call and we will let you know when you can collect your children”
Liaise with Fire Wardens once the site is cleared, and delegate to appropriate persons to conduct a search for any missing persons if it is safe to do so.
Communicate with Emergency services when they arrive.
Communicate with all people on site that they may return to site or leave, once Emergency Services have given an all-clear (or other reasonable instruction).
Fire Warden 1: Foyer + Auditorium
Core Responsibility: Oversee Evacuation and then do a site sweep of their area
Fire Warden 1 shall
Wear the fire warden vest and hat, stored in the Auditorium.
Determine the best Auditorium and Foyer exit points.
Direct people to use those exits to move to the evacuation point directly and not collect children. e.g. “The kids team is taking your children to the Emergency Evacuation Point”
Conduct a sweep to check there are no persons in the Auditorium, Kitchen and Foyer bathrooms (if safe to do so). If there is no kids program and no Fire Warden 2, conduct a sweep of all rooms and spaces.
Report back to the Chief Warden that the area has been cleared and await further instruction.
Fire Warden 2: Kids Areas (lounge, hall, playground, GS house)
Core Responsibility: Oversee Evacuation and then do a Site sweep of their Area.
Fire Warden 2 shall:
Wear the fire warden vest and hat, stored in the Hall
Oversee the evacuation of all the Kids areas
Ensure all personnel have been evacuated from the Kids areas and Hall toilets
They shall notify all Kids Team leaders to
Evacuate all children to the Emergency Evacuation Point
Bring rolls of children attending
Conduct a roll call at the Emergency Evacuation Point
Coordinate orderly collection of kids by parents
They shall liaise with the Team Leaders and report any missing children to the Chief Warden
Sunday Church
The Chief Warden shall be the Garden Suburb Campus Director, or (if not on site) the most senior member of staff, or their delegate.
Fire Warden 1 shall be the Service Area Leader (or their delegate).
Fire Warden 2 shall be the Kids Area Leader (or their delegate).
Women’s Growth Group
The Chief Warden shall be the Day Leader of Women’s Growth Group, or (if not on site) the most senior member of staff, or their delegate.
Fire Warden 1 shall be a Women’s Growth Group Leader appointed by the Chief Warden (or their delegate).
Fire Warden 2 shall be the Kids Team Leader (or their delegate).
Friday Youth
The Chief Warden shall be the Youth Pastor, or (if not on site) the most senior member of staff, or their delegate.
Fire Warden 1 shall be Senior Youth Section Leader (or their delegate).
Fire Warden 2 shall be the Junior Youth Section Leader (or their delegate).
Special Friday Youth Actions
Chief Warden shall:
Direct Youth Leaders to conduct a roll call using the Elvanto Check-In system
Direct a Staff member (or their delegate) to contact parents via Elvanto:
Go to Reports.
Select Check-in from the View drop down.
Select the Overall Check-In Attendance report.
Change the date range to just today's date.
Click Generate.
Click the mail button in the top right of the screen.
Select SMS Only.
Advise parents of the evacuation. Confirm all youth are accounted for. Communicate appropriate pick up time (default to regular end of youth time) after the arrival of emergency services in order to keep the GS entryway clear of traffic.
Suggested SMS template:
Hi parents — just letting you know the fire alarm has been triggered at the HBC Garden Suburb site. All youth have been safely evacuated and are accounted for. Emergency services are on their way, so we ask that you wait until after [TIME] to come for pickup to help keep the driveway clear.
Thanks for your understanding and support!
General Events (Main Complex)
The Chief Warden shall be the most senior member of staff, or their delegate.
Fire Warden 1 shall be appointed by the Chief Warden.
Fire Warden 2 shall be appointed by the Chief Warden.
GS Office
If there is a Smoke Alarm or Emergency in the Site Office, the Chief Fire Warden shall be the most senior member of staff, or their delegate.
They shall have similar responsibilities as the Chief Fire Warden on the Main Site, applied as best suited to the GS Office.
Special Actions
Chief Warden shall:
Alert all personnel in the Building; Office, the Garden Cottage, Downstairs Classroom and Toilets
Conduct a sweep of these areas if safe to do so.
Contact emergency services and act as the liaison.
