Visitors Guidance

INTRODUCTION

Workplace hazards not only put employees at risk, but also put visitors to the premises at risk. Visitors are likely to be unfamiliar with the workplace, its hazards, the activities that take place there and the company's safety procedures. Arrangements should be made to ensure the safety of visitors. There is a duty of care to all visitors, even those that are uninvited.

DUTY OF CARE

Employers, those in control of premises and the self-employed are required to carry out their business in such a way that non-employees, e.g. visitors, are not exposed to risks to their health and safety. The duty that employers owe to visitors is not as onerous as that owed to their own employees, and in many cases if the situation is safe for employees, it is safe for visitors, e.g. means of access. However, there are safety arrangements that must be made separately for visitors, as they will not have the experience, training and familiarity with the workplace that employees have. For example, as visitors to the site will not know the emergency procedures, they will need to be supervised at all times by a member of staff who is familiar with the procedures.

In addition to these general requirements, occupiers of premises have civil liabilities for their visitors. Occupiers of premises should:

Expect children to be less careful than adults
Expect visitors who are carrying out work, e.g. electricians, to take measures to protect against the risks of that work
Pay compensation to someone injured on their premises if liability can be proven.

There is also a duty, depending on the circumstances, to take reasonable care to protect unlawful visitors, e.g. trespassers, so long as:

The occupier is aware of the danger
The occupier knows there is an illegal visitor
The occupier may reasonably do something about the risk.

This duty of care to trespassers may be largely fulfilled by displaying warning notices and taking security measures to make the premises difficult to enter.

PROVIDING INFORMATION

Visitors should be given information on any health and safety risks and the control measures to protect against those risks, e.g. where there are hazardous substances, or high noise levels personal protective equipment may need to be issued to visitors. Also all visitors should be made aware of emergency procedures, e.g. fire arrangements.

Visitors who are on the premises to carry out work, e.g. contractors, should provide information on the risks presented by this work.

ACCIDENT REPORTING

Should an incident occur which results in an injury to a visitor, this should be recorded and an investigation carried out. If the injured person is taken to hospital as a result of the injury sustained, a report should be made to the Enforcing Authority. (See separate guidance on Accidents and Reporting of Injuries, Diseases and Dangerous Occurrences).

CONTROL OF VISITORS

Procedures for the protection of visitors should be drawn up in writing as part of the company's health and safety policy. Staff should be made aware of these procedures.

All visitors should sign in and out in a visitors' book located in a suitable area, e.g. reception.

Visitors should be accompanied at all times for their safety and for security reasons.

Visitors should be given a brief explanation of emergency procedures when they arrive on site, where possible.

In the case of an emergency, the member of staff responsible for the visitor must assist him or her in evacuating the building.

Visitors must be kept away from hazardous machinery and areas, unless they are specifically trained and have to work in these areas, e.g. contractor.

Employees should be instructed to report to a manager details of visitors who try to touch or use dangerous machinery and equipment unless they have previous authorisation.

Employees should receive instruction on what action to take if they identify unattended non-employees on the premises.

The needs of disabled visitors should be taken into account, particularly in the event of an emergency.